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General LedgerFourth Shift Release 7.50

Fourth Shift HelpRelease 7.50E

Important Notices

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Fourth Shift Release 7.50

Contents

General Ledger Module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Setting Up the General Ledger Module. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

BKMT – Bank Master . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Name, Address & Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Cash Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

Disbursements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

GLAG – G/L Account Group. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

G/L Account Group/No List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

GLAV – G/L Account/Organization Validation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

G/L Org No List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116

G/L Account No List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119

GLBD – G/L Budget/Planning Type Definition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

GLBU – G/L Budget/Planning Update . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125

G/L Year/Types List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131

GLCA – G/L Chart of Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133

G/L Account Attributes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139

GLAT – G/L Account Top Down Inquiry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140

GLAW – G/L Account Where Used Inquiry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144

GLDQ – G/L Detail Account Inquiry. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148

G/L Batch Detail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156

GLGQ – G/L Current Period Group Inquiry. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159

G/L Org/Acct Group List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165

GLOT – G/L Organization Top Down Inquiry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169

G/L Organization Group/No List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172

GLOW – G/L Organization Where Used Inquiry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174

GLJD – G/L Journal Entry Delete. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178

Financial Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185

G/L Master Account Recap . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 261

GLJE – G/L Journal Entry. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264

G/L Transaction Detail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 273

Foreign Cash Reference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 280

GLJP – G/L Journal Entry-Prior Period Adjustment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284

GLJR – G/L Journal Entry-Recurring/Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 291

G/L Recurring/Template Trans Detail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299

General Ledger 3


G/L Journal Entry List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 305

GLMA – G/L Master Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 308

G/L Master Account Detail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313

GLOS – G/L Organization Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 318

GLAU – G/L Account Update . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 326

GLBL – G/L Budget List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 340

GLBR – G/L Budget Roll. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 346

GLCO – G/L Consolidation Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 348

GLHP – G/L History Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 354

GLJL – G/L Journal Entry List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 361

GLMQ – G/L Module Communication . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 369

GLPC – G/L Period Close . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 378

GLTG – G/L Trial Balance/General Ledger . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 389

GLTP – G/L Account Type Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 397

GLRC – G/L Report Copy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 401

G/L Report List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 404

GLRD – G/L Report Definition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 406

G/L Report Definition Error Message List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 414

GLRL – G/L Report Listing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 416

GLRP – G/L Report Print . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 419

GLSC – G/L Source Code Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 422

G/L Source Code List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 428

G/L Trans Description Definition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 431

GLSS – G/L Batch Submission Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 433

GLEX – G/L Journal Entry Exceptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 439

Modcom G/L Transactions to be Processed . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 446

Modcom G/L Validation/Processing Exceptions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 449

Turn Modcom G/L Queue On . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 453

G/L Report Writer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 454G/L Report Writer Verbs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 466

General Ledger 4


General Ledger 5

General Ledger ModuleThe General Ledger Module batches all the financial activities of your business and maintains an extensive audit trail of all your business transactions. The General Ledger Module provides a comprehensive analysis of your company's financial position and generates your financial reports. In addition, a report writer capability gives you tremendous flexibility in designing your own financial reports. Predefined reports, based on the Chart of Accounts provided with the General Ledger Module, are the basis for customized reports.

Because the General Ledger Module is completely integrated with the other modules in the system, financial transactions are automatically created as a result of business activities occurring in other modules. This ensures accuracy and minimizes the need for manual journal entries.

The key functions of the General Ledger Module focus on updating your general ledger and generating financial statements.

Module PrerequisitesThe General Ledger Module has the following prerequisite:

• SYSM (System Control)

Fourth Shift Release 7.50 Setting Up the General Ledger Module

Setting Up the General Ledger ModuleSetting Up the General Ledger Module provides an overview of how to implement the module. It covers:

• guidelines to consider before you implement the module

• how to prepare your data for loading

• suggested procedures for loading your data

• suggestions for using the module

Although this section provides key information about the General Ledger Module, it does not explain generally accepted accounting principles and practices.

Before You Implement the ModuleThe General Ledger Module performs detailed financial record keeping and summarizes the results of all financial activities in your business. Review these implementation guidelines before you implement this module.

• Decide on your organization structure and your Chart of Accounts which define the financial details necessary for your reporting needs.

• Decide on organization and account groups for inquiry and reporting. These groups can also be used in combination to inquire and report against period activity.

• Establish guidelines and responsibility for retaining source documents and historical data.

• Define batching controls, and requirements by function, for internal and external processes.

• Define reporting and data export requirements.

• Review budgeting and planning procedures.

• Establish schedules, instructions and responsibility for daily, period-end close and year-end close processing.

• Determine consolidation requirements.

• Decide whether to use the real-time processing or batch module communication function

• Establish procedures, responsibility and accountability for collecting and entering journal entries into the general ledger and for processing external transactions or module communication, if using the batch function.

• Develop an implementation plan. This plan may include loading prior-period information for generating desired financial reports.

Preparing Your Data for LoadingYour current general ledger may exist in several journals or on another computer. There is no “one best method” for preparing this data. The following suggestions may help minimize data entry time and effort when you enter the data during startup.

The Account Structure

General Ledger 6


Before you begin using the General Ledger Module, you need to analyze your accounting function so the account structure set up here supports your business. Decisions that affect the account structure can include:

• What are the financial reporting requirements?

• What financial report formats are required?

• What type of business divisions should account numbers reflect?

• How many reporting levels are required?

• Is product line accounting appropriate?

• Are consolidations performed?

• How many G/L accounts are there?

The Fourth Shift account structure consists of five possible elements:

For example, a company has two divisions: Eastern and Western operations. Each division has its own bank accounts. Here is how the account structure could be configured to support the business:

Element Description

Master Account Number combination of an organization identifier and a G/L account number;used for posting amts or statistical info to G/L and for budgets/plans

Organization portion of a master account number;must start with a number -- remainder alphanumeric

Organization Group combination of a number of organizations;must start with a letter -- remainder alphanumeric;used for inquiries and reports

G/L Account portion of a master account number;must be numeric

Account Group combination of a number of G/L accounts;must start with a letter -- remainder alphanumeric;used for inquiries and reports

Element Configuration

Master Account Number Mask PP-AAAAA (organization & account number)

Organizations 01 (eastern operations)

02 (western operations)

G/L Accounts 10100 (petty cash)

10210 (bank #1)

Master Account Numbers 01-10100 (eastern petty cash)

01-10210 (eastern bank #1)

02-10100 (western petty cash)

02-10210 (western bank #1)

General Ledger 7


The master account numbers are created when needed to post amounts and statistical information to the general ledger and to establish budgets or plans.

The TOTALOPS organization group is used to analyze eastern and western operations. The CASH account group is used to analyze total cash activity within each operation. The TOTALOPS CASH combination is used to analyze total cash activity for both eastern and western operations. Groups cannot be used to post amounts or statistical information to the general ledger. Groups are used for inquiry and reporting purposes only.

Sorting InformationThe five elements of the Fourth Shift account structure are displayed on screens and printed on reports in alphanumeric sequence: numbers first and then letters starting from the left. For example, the numbers 30, 60 and 360 should be zero-filled from the left to have the numbers sequenced in ascending order:

Keep this sequencing in mind as you set up your account structure.

The Master Account Number MaskThe system uses the Master Account Number Mask to create master account numbers by combining the appropriate organization and G/L account number during the account update process and when establishing budgets or plans.

The Master Account Number Mask sets up the combination of two elements of the account structure: fully defined organization and G/L account number. The organization portion is optional and the G/L account number is required.

The Master Account Number Mask can be ordered as organization/account number or account number/organization for a 20-character total, including hyphens. Organizations cannot be separated by an account number such as organization/account number/organization.

Master Account Number Mask examples are as follows:

Organization Group TOTALOPS (eastern & western operations; 01 & 02)

Account Group CASH (petty cash & bank #1; 10100 & 10210)

Order When Non-Zero Filled Order When Zero Filled

30 00030

360 00060

60 00360

Organization Portion

Account Number Portion

Master Account Number Mask (20-Character Total)

PP AAAAA PP-AAAAA

DD-PPP AAAAAAAAAA DD-PPP-AAAAAAAAAA

AAAAAAAAAA AAAAAAAAAA

DDCCMMMPP AAAAAAA AAAAAAA-DDCCMMMPP

General Ledger 8


OrganizationsThe organization portion of the Master Account Number Mask can identify up to six organization levels. All organization levels must be defined before an organization number can be used in a master account number. A fully defined organization number is constructed by defining the top level first, and then defining each subsequent level according to the Master Account Number Mask.

For example, if the Master Account Number Mask is DD-PPP-SSSS-AAAA, the DD level must be defined before the PPP level and so on. The PPP level (level 2) includes the DD level (level 1).

Corresponding organization numbers could look like this:

The description for the fully defined organization is displayed on screens and printed on reports. For example, the description for 01-100-5555 might be east operation pre-production circuit design.

Organization numbers that do not include all the levels defined by the Master Account Number Mask are partial organizations. Partial organizations are:

• used to construct a fully defined organization number

• members of an organization group

• used for inquiry and reporting purposes

Although partial organizations begin with a number, they are not used for posting amounts or statistical information to the general ledger.

C AAAAAAA AAAAAAA-C

Level: 1 2 3

Organization Mask: DD-PPP-SSSS

Organization Numbers:

Define level 1: xx

Define level 2: xx-xxx

Define level 3: xx-xxx-xxxx

Level: 1 2 3



Define level 1: 01 (partial organization)

Define level 2: 01-100 (partial organization)

Define level 3: 01-100-5555 (fully defined organization number)

General Ledger 9


Each level in the organization structure is represented uniquely by a letter. Each group of like letters (10-character maximum) can be separated by a hyphen for clarity, although the use of hyphens is optional. Organization setup guidelines are as follows:

Organization GroupsOrganization groups can combine a number of organizations and organization groups together for inquiry and reporting purposes. Organization groups are not used for posting or budgeting purposes. Organization groups must begin with a letter and are not required to match the organization portion of the Master Account Number Mask. Organization groups can include both partially and fully defined organization numbers as well as other organization groups.

An organization group can be constructed with a maximum of 25 levels. System performance is adversely affected when an organization group has more than 1200 direct members due to memory constraints. See Account Structure Examples for an example of an approach to organization setup.

G/L Account NumbersThe system is shipped with a predefined Chart of Accounts. This Chart of Accounts is included in Sample Chart of Accounts for reference purposes. Modify this Chart of Accounts to fit your business needs.

Note: G/L account numbers are used throughout the system. These G/L account numbers must be on the Chart of Accounts for the system to function properly. It is recommended that you check this list whenever you are changing or deleting G/L account numbers.

The account number portion of the Master Account Number Mask can identify a G/L account number of up to 10 numbers. Each number within the account number portion is represented by the letter A. Account number setup guidelines are as follows:

Mask Attributes Comments

Inclusion optional

Order before or after account number portion;before AND after account number portion not allowed

Levels 6 maximum;10-character maximum per level

Letters any letter except A and U;each letter or set of like letters = 1 level

Hyphens optional between levels if in Master Acct No Mask;cannot be embedded within 1 level;included in the 20-character total

Spaces embedded spaces not allowed

Mask Attributes Comments

Inclusion required

Order before or after organization portion;before AND after organization portion not allowed

Levels 1 maximum; 10-character maximum

Letters only the letter A is allowed

General Ledger 10


Account GroupsAccount groups can combine a number of accounts and account groups together for inquiry and reporting purposes. Account groups are not used for posting or budgeting/planning purposes. Account groups must begin with a letter and cannot contain a hyphen (–) or front slash (/). An underbar ( _ ) is recommended as a separator. Account groups are not required to match the G/L account portion of the Master Account Number Mask.

Each account group can be constructed with a maximum of 25 levels. System performance is adversely affected when an account group has more than 900 direct members due to memory constraints. See Account Structure Examples for an example of an approach to account group setup.

Sample Chart of AccountsThis section lists the sample chart of accounts provided with the General Ledger Module.

Hyphens embedded hyphens not allowed

Spaces embedded spaces not allowed

G/L Account Group/No G/L Account Group/No Description AT CT AI

10100 Petty Cash A P A

10210 Cash, Bank 1 A P A





11100 Accounts Receivable, Customer A P A

11200 Accounts Receivable, Litigation A P A

11300 Bad Debt Reserve A P A

12000 Inventory, Preproduction A P A

12100 Inventory, Raw Materials A P A

12200 Inventory, Assemblies & Subassembly A P A

12300 Inventory, Internal WIP A P A

12400 Inventory, Custom Product WIP A P A

12500 Inventory, External WIP A P A

12600 Inventory, On Hold A P A

12700 Inventory, In Inspection A P A

12800 Inventory, In Transit A P A

12900 Inventory, Reserve A P A

13000 Finished Goods A P A

14000 Land A P A

General Ledger 11


14100 Buildings and Leasehold Improvement A P A

14200 Reserve for Depr, Buildings/LH Impr A P A

14300 R/D Capital Equipment A P A

14400 Reserve for Depr, R/D Equip A P A

14500 Production Equipment A P A

14600 Reserve for Depr, Prod Equip A P A

14700 Furniture/Office Equipment A P A

14800 Reserve for Depr, Furn/Office Equip A P A

15100 Prepaid Interest A P A

15200 Prepaid Rent A P A

16100 Investments A P A

17100 Other Assets A P A

17200 Deferred Assets A P A

19998 Suspense, Memo Accounts A M A

19999 Suspense, Posted Accounts A P A

20000 Vouchered Accounts Payable L P A

20100 Unvouchered Accounts Payable L P A

21000 Accrued Expenses L P A

21100 Accrued Salary & Wages L P A

21200 Accrued Commissions & Bonuses L P A

21300 Accrued Holiday L P A

21400 Accrued Vacation L P A

22000 Employee FICA Taxes Withheld L P A

22100 Employee Federal Taxes Withheld L P A

22200 Employee State Taxes Withheld L P A

22300 Other Accrued Benefits L P A

23000 State Income Taxes Payable L P A

23100 Federal Income Taxes Payable L P A

23200 Federal Sales Taxes Payable L P A

23300 State Sales Taxes Payable L P A

23400 County Sales Taxes Payable L P A

23500 Municipal Sales Taxes Payable L P A

23600 Sales Tax L P A

24000 Notes Payable L P A

30000 Common Stock C P A

30100 Retained Earnings C P A

General Ledger 12


40000 Revenue, Product I P A

40100 Revenue, Spares I P A

41000 Service Charges Received I P A

41100 Discounts Taken I P A

41200 Royalties I P A

50000 Cost of Sales, Product E P A

50100 Cost of Sales, Spares E P A

50200 Cost of Sales, Royalties E P A

60000 Standard Cost Variance E P A

60100 Overhead Variance E P A

60200 Labor Variance E P A

60300 Material Usage Variance E P A

60400 Custom Product Variance E P A

60500 Purchase Price Variance E P A

60600 PO/Invoice Variance E P A

60700 PO Issue Variance E P A

60800 Misc Order Variance E P A

60900 Selling Price Variance E P A

60950 Manufacturing Expense E P A

61000 Provisions, Doubtful Accounts E P A

61100 Provisions, Inv Shrink/Obsolescence E P A

61200 Provisions, Warranty Expense E P A

62000 Warranty Expense E P A

70000 Direct Labor E P A

70100 Management Labor E P A

70200 Admin Labor E P A

70300 Clerical Labor E P A

70600 Sales Commissions E P A

70700 Vacation E P A

70800 Holiday E P A

70900 Employee Fringe Benefits E P A

71000 Order, Resource Direct Labor E P A

71100 Order, Resource Overhead E P A

71200 Receipt, Applied Labor E P A

71300 Receipt, Applied Overhead E P A

72000 Office Supplies E P A

General Ledger 13


Account Structure ExamplesThe Fourth Shift account structure consists of five possible elements:

• master account number

• organization

• organization group

72100 Data Processing Supplies E P A

73000 Rent E P A

73100 Utilities E P A

73200 Telephone E P A

73300 Maintenance E P A

73400 Insurance E P A

73500 Freight E P A

73600 Depreciation E P A

74000 Trade Shows E P A

74100 Advertising E P A

74200 Brochures E P A

75000 Purchased Clerical E P A

75100 Consulting E P A

76000 Airfares E P A

76100 Lodging E P A

76200 Meals E P A

76300 Car Rental E P A

76400 Mileage E P A

76500 Business Meetings E P A

77000 Discounts Allowed E P A

77100 Service Charges Paid E P A

77200 Interest Expense E P A

77300 Provision for Income Tax E P A

78000 Bank Transaction Charge E P A

78100 Bank Commission Charge E P A

78200 Bank NSF Charge E P A

78300 Bank Exchange Rate Variance E P A

90000 Headcount B S A

91000 Labor Hours V S A

99999 Suspense, Statistical Accounts B S A

General Ledger 14


• G/L account

• account group

The organization, organization group and account group elements are optional.

Consolidations between companies are possible through the use of unit numbers and consolidation account numbers.

The following examples illustrate one approach to setting up the account structure. The Master Account Number Mask = DD-TTT-PPPP-AAAAA (Division-Department-Product Line-Account) and the Retained Earnings Org Mask = DD.

OrganizationsThe boxes (heavy, medium and dashed lines) in the following example represent organization groups consisting of several organizations previously defined on the GLOS (G/L Organization Structure) screen.

AccountsThe boxes (heavy, medium and dashed lines) in the following example represent account groups consisting of several G/L accounts previously defined on the GLCA (G/L Chart of Accounts) screen.

01-000-0000

ADMIN MATERIALS

TOTALCO

PRODUCTION

PRODUCT A

PRODUCT B

PRODUCT C

PRODUCT D

MARKETING

SALES

MKTG/SALESPERSONNEL

FINANCE

P&L/Balance Sheet

01-100-0000HQ Admin

01-101-0000Plant 1 Admin

01-102-0000Plant 2 Admin

01-200-0000HQ Personnel

01-201-0000Plant 1

01-202-0000Plant 2

01-300-0000Accounting

01-301-0000Info Systems

01-400-0000HQ Marketing

01-401-PROJNortheast

01-402-PROJSouthern

01-403-PROJWestern

01-404-0000Northeast

01-405-0000Southern

01-406-0000Western

01-500-0000Product Admin

01-501-PROJProduct A Mfg

01-502-PROJProduct B Mfg

01-504-PROJProduct D Mfg

01-503-PROJProduct C Mfg

01-600-0000Admin

01-601-0000Scheduling

01-602-0000Purchasing

General Ledger 15


Master Account NumbersThe following example illustrates the possible master account number combinations based on the sales organization group and the travel account group. Master account numbers are not created until the combination is used.

ADV

TOTAL EXPENSE

FIXED EXPENSES

LABOR

TOTAL LABORTRAVEL

74000Trade Shows

74100Advertising

74200Brochures

76000Airfares

76100Lodging

76200Meals

73000Rent

76300Car Rental

76400Mileage

73100Utilities

73200Telephone

73300Maintenance

73400Insurance

73500Freight

73600Depreciation

70000Direct Labor

70100Mgmt Labor

70200Admin Labor

70300Clerical

70600Sales Comm

70700Vacation

70800Holiday

70900Fringe Benefits

71000Order, ResourceLabor

71100Order, ResourceOH

71200Receipt, ApplLabor

71300Receipt, ApplOH

PURCH SVCS

75000Clerical Svc

75100Consulting

General Ledger 16


)

t mask

Consolidation AccountsThe following example illustrates the relationship between the consolidation and master accounts set up between subsidiaries and a parent company. The consolidation account numbers in subsidiaries must match the master account number in the parent company.

Organization

Sales Travel

G/L Account

Master Account Numbers

01-404-0000-76000

01-404-0000-76100

01-404-0000-76200

01-404-0000-76300

01-404-0000-76400

01-404-0000-76500

01-405-0000-76000

01-405-0000-76100

01-405-0000-76200

01-405-0000-76300

01-405-0000-76400

01-405-0000-76500

01-406-0000-76000

01-406-0000-76100

01-406-0000-76200

01-406-0000-76300

01-406-0000-76400

01-406-0000-76500

01-404-0000 Airfares76000Lodging76100Meals76200Car Rental76300Mileage76400Business Meetings76500

Northeast Region01-405-0000

Southern Region01-406-0000

Western Region

CCC-TTDD-AAAAA Master Account mask

Unit = 100 (parent)

Unit = 200 (subsidiary)

Master Account mask

Consolidation Account mask

Unit = 300

Master Account mask (parent)

Consolidation Account mask (subsidiary)

Unit = 301 Unit = 302 Unit = 303 (Subsidiary of Unit 300

AAAAAA-CCCDD DD-TTT-PPPP-AAAAA RR-DD-AAAA

UUU-CC-AAAA UUU-DD-AAAA UUU-RR-AAAA

AAAAA-TD

UUU-TTDD-AAAAA

TTT-DD-AAAA

UUU-TTDD-AAAAA

Master Account mask

Consolidation Accoun

Consolidated Account mask

General Ledger 17


Retained EarningsRetained earnings master accounts are created based on a combination of the:

• master account number mask

• retained earnings organization mask

• retained earnings G/L account

• specific master accounts with income or expense activity

Determine the organization level at which retained earnings should be recorded for your company. This organization level is specified using the Retained Earnings Org Mask. The sets of letters entered for the Retained Earnings Org Mask levels must match the corresponding Master Account Number Mask organization levels.

The addition of a fully defined retained earnings organization is required when a Retained Earnings Org Mask is specified. A fully defined retained earnings organization is entered by first including the levels defined by the Retained Earnings Org Mask and then by zero-filling the remaining levels defined by the Master Account Number Mask.

Add a fully defined organization for each organization you have entered at the level defined by the Retained Earnings Org Mask.

For example, assume a Retained Earnings Org Mask of DD (division) is entered to track retained earnings at the division level when the Master Account Number Mask is DD-TTT-PPPP-AAAAA (division, department, project, account). The Retained Earnings G/L Acct No is 30100.

The GLPC (G/L Period Close) task, when run to close the last period in the accounting cycle, creates retained earnings master accounts. The master accounts used for the retained earnings entries are created by using the:

• zero-filled retained earnings organization starting with the DD level for each master account with income or expense activity.

• retained earnings G/L account

For this example, assume the following master accounts have activity:

The corresponding retained earnings master account numbers are created as follows:

Master Account Org DescriptionAccount

DescriptionActivity

Type

01-000-0000-40000 Division P&L Revenue, Product Income

01-100-0000-70100 HQ Admin Mgmt Labor Expense

02-502-FE45-60300 Product B Matl Usage Variance Expense

General Ledger 18


Suspense Accounts and Error HandlingDetermine how you want invalid transactions handled. Two options are available:

• Suspense. Invalid transactions within a batch are posted to the appropriate suspense master account. Valid transactions are posted from the batch to the appropriate master accounts. The batch is considered posted.

• Reject. Batches with one or more invalid transactions are rejected; none of the transactions are posted.

Error handling is set up during G/L configuration, but can be overridden during the account update process. Three suspense master account numbers are used to suspense invalid transactions:

• Posted. The master account used to post invalid automated, communication or normal transactions to the general ledger.

• Memo. The master account used to post invalid memo transactions to the general ledger.

• Statistical. The master account used to post invalid statistical transactions to the general ledger.

All three suspense master account numbers are required and must be unique. Once established, the suspense master account numbers can be changed at any time.

ConsolidationsNote: This only applies to a multi-plant environment where you need to combine business

activity.

A consolidation option is available so that net activity of related business units can be combined for reporting purposes. Consolidation information can be created throughout the accounting period to provide up-to-date information on net activity. The consolidation account numbers in subsidiaries must match the master account number in the parent company. See Account Structure Examples for more information on the consolidation/master account number relationship.

Unit Number

Master Account Number = 01 -000-0000-40000

01 -000-0000-30100

Master Account Number = 01 -000-0000-70100

Master Account Number = 02 -502-FE45-60300

01 -000-0000-30100

01 -000-0000-30100

GLCF

DD

30100

Retained EarningsOrg Mask =

Retained EarningsG/L Acct No =

DD-000-0000-30100

Retained EarningsMaster Account Number

General Ledger 19


Assign a three-digit identifier to each related business unit. The unit number is used as part of the filename for the consolidation file that is created by subsidiaries and transferred to the parent company.

Consolidation Account Number MaskThe Consolidation Account Number Mask is patterned after the Master Account Number Mask to set up the organization/account number combination for consolidation reporting. The consolidation organization and account number levels must be placed in the same relative order as the master account number. However, the number of letters identifying each level can be more or less than the corresponding master account number level based on the parent company’s account structure. A three-digit Unit No can be included at the beginning of the organization portion of the Consolidation Account Number Mask by the addition of the letters UUU.

Consolidation Account Number Mask examples are as follows:

Note: When a Consolidation Account Number Mask is set up, a consolidation account number must be specified for each organization and G/L account.

Financial ReportsYou can use or expand the sample report formats provided with the General Ledger Module. The sample report formats are based on the predefined Chart of Accounts. If you modify the predefined Chart of Accounts, you must modify the sample report formats. Your existing financial reports can be used as models for designing your new financial reports. The report formats and sample reports are listed in "Sample Reports and Report Definitions" in the G/L Report Writer User Guide.

Initial BalancesEstablish a point of reference to initialize financial data. Use the income statement and balance sheet from the prior period as the source documents for beginning balances. Beginning balances should reflect all business activity up to the reference point, including consolidations.

Loading initial balances can include:

• No Historical Data. Load current-year budgets/plans and current-year actuals.

• Prior-Year Budgets/Plans. Load prior-year budgets/plans and current-year actuals.

• Prior-Year Budgets/Plans & Prior-Year Actuals as Prior-Period Adjustments

• Prior-Year Budgets/Plans & Prior-Year Actuals as Current-Period Activity

The Current Period entry, on the GLCF screen, identifies the first year available for end dates. The Current Period entry corresponds to your initial balances as follows:

Master Account Number Mask (20-Character Total)

Consolidation Account Number Mask (20-Character Total)

PP-AAAAA PP-AAAA

AAAAAAAAAA UUU-AAAAAAAAAA

DD-PPP-AAAAAAAAAA DD-PPPP-AAAAAAAAAA

AAAAAAA-DDCCMMMPP AAAA-UUU-DDCC

AAAAAAAA-C AAAAAAA-UUUCC

Load Current Period

General Ledger 20


No Historical Data

Prior-Year Budgets/Plans

current-year budgets/plans and current-year actuals

period prior to current period of cycle

prior-year budgets/plans and current-year actuals

Last period of earliest prior year with bud-gets/plans

prior-year budgets/plans and prior-year actuals entered as prior-period adjust-ments

Last period of earliest prior year with actu-als or budgets/plans

prior-year budgets/plans and prior-year actuals entered as current-period activity

First period with prior year actuals or bud-gets/plans

CURRENT PERIOD = period prior to current period of cycleGLCF

enter and adjust beginning balance JEs (BATCH STATUS = S)GLJE

account update processGLAU

print all trial balance and G/L reportsGLTG

period-end close processGLPC

Are trial balance and general ledger correct for beginning balances?

database backup

continue with next data loading step

Yes

No

adjusting entries needed

General Ledger 21


Prior-Year Budgets/Plans & Prior-Year Actuals as Prior-Period Adjustments

close each period up to one period prior to current period inaccounting cycle

GLPC






database backup


Yes

No

CURRENT PERIOD = last period of earliest prior year budgets/plansGLCF

adjustingentries needed

General Ledger 22


Prior-Year Budgets/Plans & Prior-Year Actuals as Current-Period Activity

close each period up to current period in accounting cycleGLPC

enter and adjust beginning balance & net activity as prior period JEs(BATCH STATUS = S)

GLJP



Are trial balance and general ledger correct for beginning balancesand net activity?

database backup


Yes

No

CURRENT PERIOD = last period of earliest year actuals or budget/planGLCF


CURRENT PERIOD = first period with prior year actuals or budgets/plansGLCF





Yes

No



General Ledger 23


Budgets/PlansA maximum of ten user-defined budget types and ten planning types can be set up per year for each master account number. Budget/planning types can be deleted and reused for a particular year. Budget/planning data can be entered using an annual, quarter or period method to distribute amounts.

Determine how many budget/planning types you need and the entry method for each.

External TransactionsFinancial transactions from outside of Fourth Shift (payroll or fixed assets, for example) can be batched and posted to the general ledger. External transactions are combined into processing groups (Batch Source Codes) for the batching process.

• Assign a transaction code to each type of external transaction. Each transaction code can be up to six alphanumeric characters.

• Assign a batch source code to each group of transactions combined together in one batch. Each batch source code can be up to six alphanumeric characters.

External transactions must use the same format as the <filename>.FIL file used to batch internal Fourth Shift transactions. External transactions can be single- or double-sided entries. The MODCOMEX.FIL filename is used to distinguish the file as including external transactions. See Financial Transaction Processing Administration for more information.

Bank Master Account Numbers

enter and adjust net activity JEs (BATCH STATUS = S)GLJE




Yes

No

adjustingentriesneeded


database backup


Are there more prior periods to enter?

No

Yes

General Ledger 24


The cash master account number is physically assigned to one bank identifier. The cash master account number is the same for both cash receipts and disbursements. The cash master account number should be the same number as you established on the GLCA screen for cash transactions. Changes to the cash master account number on either the Cash Receipts or Disbursements window update both values.

If the other master account numbers are left blank on the Cash Receipts window, the following master account numbers are used:

If the other master account numbers are left blank on the Disbursements window, the following master account numbers are used:

Data Entry AlternativesData sets can be copied and updated to reduce data entry time and ensure accuracy. The following screens/tasks provide a copy function you can use to enter similar data:

Loading Your DataOnce your data has been prepared for entry, use this section to load your data into the General Ledger module.

A validation tool is identified for each screen or task listed in this section. Use the validation tool to double-check the accuracy of the data you have entered. Validation tools include:

• Screen reports. Create these reports by choosing Print from the File menu. For more information, see "Screen Reports" in the Fourth Shift Basics manual.

Master Acct Number left blankScreen and Master Acct Number

used instead

Acct Receivable ARCF -- Accounts Receivable

Bank Exch Var MCCF -- Banking

Master Acct Number left blankScreen and Master Acct Number

used instead

Vouchered A/P ARCF -- Vouchered A/P

Unvouchered A/P APCF -- Unvouchered A/P

Bank Exch Var MCCF -- Banking

Data Module Screen/Task Alternate

G/L report definitions GLSM GLRD GLRC

G/L report instructions GLSM GLRD ALT+S on existing line activates copy mode for new line

budgets/plans GLSM GLBU GLBR

General Ledger 25


• Print screens. When other report options are not available, you can capture an image of your screen and use it to validate your data entry. For more information, see "Using the Print Screen Key" in the Fourth Shift Basics manual.

Other validation tools, such as batch processes and data extracts, may also be listed.

1. Configure the Module

2. Enter Organizations

3. Enter Organization Groups (optional)

4. Modify Chart of Accounts

5. Enter Account Groups (optional)

Screen/Task Module Description Validation Tool

GLCF GLSM Verification:control and fiscal year informa-tionCurrent Period values based on beginning point of initial balance load

print screen


GLOS GLSM organizations and organization groups

screen report


GLOT GLSM organization’s direct and indirect members

screen report

G/L Organization Group/No List window from GLOT

GLSM organizations screen report


GLCA GLSM predefined Chart of Accounts modification

screen report

G/L Account Attributes window from GLCA

GLSM user-defined information for each accountcurrency code for each cash account and accounts used in foreign cash reference transac-tions

print screen


General Ledger 26


6. Enter Group Combinations (optional)

7. Enter Valid Account/Organization Combinations

8. Identify External Transactions

9. Review and Update Bank Master

GLAG GLSM account groups screen report

GLAT GLSM account group’s direct and indi-rect members

screen report

G/L Account Group/No List win-dow from GLAT

GLSM G/L accounts and account groups

screen report


GLGQ GLSM organization/account combina-tions for inquiring against current period activity

screen report


GLAV GLSM valid or invalid organizations for use with specific G/L accounts

screen report


GLSC GLSM non-Fourth Shift transactions to be interfaced with the general ledger

screen report


BKMT GLSM bank master records screen report

Name, Address & Contacts win-dow from BKMT

GLSM bank contacts print screen

Cash Receipts window from BKMT

GLSM master account number defaultsmust match Cash master account number on GLCA

print screen

Disbursements window from BKMT

GLSM master account number defaults, check and stub formats and pay-ment referencemust match Cash master account number on GLCA

print screen

BKMT GLSM active bank status: St = 4 screen report

General Ledger 27


10. Enter Initial DataSee Initial Balances for a flowchart version applicable to your information requirements.

Option 1: No Historical Data

Option 2: Prior-Year Budgets/Plans

Option 3: Prior-Year Budgets/Plans and Prior-Year Actuals as Prior-Period Adjustments

Banking Configuration window from GLCF

GLSM banking configuration print screen


GLJE GLSM beginning balance JEsBatch Status = S

screen report

GLAU GLSM batch process:account update process

log fileGLAU reports

GLTG GLSM batch process:trial balance

log fileGLTG reports

GLDQ GLSM master account activity screen report

GLGQ GLSM group activity screen report

GLPC GLSM batch process:period close

log fileGLPC reports


GLPC GLSM batch process:period close of each period up to one period prior to current period



screen report










General Ledger 28


Option 4: Prior-Year Budgets/Plans and Prior-Year Actuals as Current-Period Activity

Option 4: Repeat for each prior period:

GLPC GLSM batch process:period close of each period up to current period


GLJP GLSM beginning balance and net activ-ity as prior-period JEsBatch Status = S

screen report









screen report










GLJE GLSM net activity JEsBatch Status = S

screen report









General Ledger 29


11. Master Account Verification

12. Perform Database Backup

13. Review Master Account Limits (optional)

14. Enter Budgets and Plans

15. Create and Print Financial Reports


ACCT SYSM batch process:analyze current accounts

log fileACCT report


backup software n/a back up database and related files

media verification


G/L Master Account Detail from GLMA

GLSM balance and transaction limits for each master account

print screen


GLBD GLSM budget/planning types

GLBU GLSM budgets and plans GLBL


GLRD GLSM sample report modificationnew reportsUse GLRC as data entry alterna-tive

GLRL

GLRP GLSM batch process:financial report print

log fileprinted reports

GLRD GLSM report definition modifications GLRP

General Ledger 30


Suggestions for Using the ModuleThe ways in which the General Ledger Module is used vary from company to company. The following guidelines may be helpful for using the General Ledger Module in your company.

Debit/Credit IndicatorsDebit transaction amounts are displayed throughout the General Ledger Module as positive amounts. Credit transaction amounts are displayed throughout the General Ledger Module as negative amounts indicated by a trailing hyphen.

Note: Budgets/plans and custom reports, designed using the report writing facility, assume positive amounts correspond to a master account’s normal balance. Trailing hyphens are used to indicate an amount is opposite the master account’s normal balance.

Batching ProcessFinancial transactions for both real-time and batch Module Communication are combined into batches for the account update process. The financial transactions, shown in the following charts, are from these sources:

• internal (Fourth Shift) manufacturing:

- (real-time processes)—internal (Fourth Shift) manufacturing generated automatically

- (batch processes)—placed in a module communication file for batching by the GLMQ (G/L Module Communication) task (Batch Type = C)

• internal (Fourth Shift) accounts payable, accounts receivable and invoicing; automatically batched (Batch Type = A)

• internal (Fourth Shift) general ledger; manually created using the GLJE, GLJP and GLJR screens (Batch Type = N, M or S)

• Internal (Fourth Shift) general ledger; consolidated activity placed in a module communication file and batched by the GLCO (G/L Consolidation Process) screen (Batch Type = C, M or S)

• external (non-Fourth Shift); placed in a module communication file for batching by the GLMQ task (Batch Type = C)

General Ledger 31


Real-time ProcessesNote: If you prefer or need to use batch processing, see the next flow chart.

General Ledger 32


Batch ProcessesNote: If you prefer or need to use real-time processing, see the previous flow chart.

Transactions with the same batch source code, status, type and accounting period are combined into the same batch, with a maximum of 9950 transactions per automated batch. A sequential Batch No is assigned to each new batch, starting with the Last Batch No initialized on the GLCF (G/L Configuration) screen.

• The Batch Source Code and Batch Status, used to combine transactions, are assigned on the GLSC (G/L Source Code Maintenance) screen or are system-assigned.

• The Batch Type is based on the transaction source.

• The accounting period is based on the transaction date. See Transaction Dates in Financial Transaction Processing Administration for more information on the assignment of transaction dates. Transactions with different dates within the same accounting period are batched together. When the transaction date corresponds to a prior period, the current accounting period is used.

Use the GLSS (G/L Batch Submission Status) screen to list each batch currently in the system.

General Ledger 33


Use the GLJE (G/L Journal Entry), GLJP (G/L Journal Entry-Prior Period Adjustment) and GLJR (G/L Journal Entry-Recurring/Templates) screens to maintain individual batches.

Use the G/L Transaction Detail screen, from the GLJE and GLJP screens, to view and maintain transaction detail information. See Reference Fields in Financial Transaction Processing Administration for a summary of what detail information is included for each internal, module communication transaction.

Batch Source Code MaintenanceUse the GLSC (G/L Source Code Maintenance) screen to maintain information for:

• internal (Fourth Shift) manufacturing transactions

• internal (Fourth Shift) accounts payable, accounts receivable and invoicing transactions

• external (non-Fourth Shift) transactions

The system is shipped with predefined, precombined internal transactions. External transactions must be identified on the GLSC screen before they can be processed.

• A Trans Code identifies each transaction. For example, PICKMI is assigned to a manufacturing order issue made on the PICK (Picklist) screen. The first four characters of the Trans Code correspond to the screen or task creating the transaction.

• A Batch Source Code identifies the processing group into which transactions are combined. For example, the PICKM source code includes the PICKMI (manufacturing order issue) and PICKMX (manufacturing order reverse issue) transactions.

These transactions are analyzed during the module communication process to produce PICKM batches. Predefined Batch Source Codes create submitted batches, (Batch Status = S) including detail information (Detail/Summary = D).

Detail/Summary InformationThe Detail/Summary field is used to determine if transactions should be combined further (summarized) or batched in detail. When Detail/Summary = S (summary), transactions with the same transaction date and master account number are combined. The transaction detail is in the module communication file, but the detail information is not included in the batch. This might be useful for CROV (Cost Roll Over) transactions, for example. When transactions are combined in this way, the Trans Description = SUMMARIZED and the Reference fields on the G/L Transaction Detail screen are blank. See Reference Fields in Financial Transaction Processing Administration for a list of what detail information is included for each internal, module communication transaction.

Before deciding to summarize a module communication transaction, be certain that processes and controls are in place to capture the detail before running the GLMQ (G/L Module Communication) task. Once the <filename>.FIL file is processed by the GLMQ task, the detail is no longer available. It is important to save copies of the <filename>.FIL file to support an audit when Detail/Summary = S.

Recombining TransactionsInternal (Fourth Shift) transactions can be recombined using different Batch Source Codes, but cannot be deleted. Recombining internal transactions is optional. A transaction can be included in only one batch source code at a time. Once a transaction is included in a new batch source code, the transaction is automatically removed from its original batch source code. When all the transactions are removed from a batch source code, the batch source code must be deleted using CTRL+F6.

Before you begin recombining transactions, you need to analyze your accounting function so the batch source codes support your business. Decisions that affect these transactions can include:

General Ledger 34


• Which transactions logically belong together for business operations?

• How many transactions does each transaction code produce in a typical day?

• How much batch processing time is available?

• What should the batch source code represent?

Transactions can be grouped in many ways depending on the requirements of your business. For example, you could recombine PICKMI, PICKMX, PICKPI, PICKPX, PICKCI and PICKCX transactions into a PICK batch source code so that issue and reverse issue transactions for manufacturing, purchase and customer orders are batched together. In this example, the original PICKM, PICKC and PICKP batch source codes are deleted once all of their corresponding transactions have been recombined into the PICK batch source code.

Use the G/L Source Code List window, opened from the GLSC screen, to view all existing batch source codes.

Choose Print from the File menu, on the GLSC screen, to print the list to determine each existing transaction and corresponding Batch Source Code as a guide. Remember, transactions that differ in Batch Type are not batched together even though the transactions might be combined using the same batch source code. For example, accounts receivable, accounts payable and invoicing transactions should not be recombined using the same batch source code as manufacturing transactions.

Customizing Transaction DescriptionsUse the G/L Trans Description Definition window, opened from the GLSC screen, to customize the description related to each internal (Fourth Shift) transaction. Customizing transaction descriptions is optional and can be done at any time. The default descriptions are customer name, vendor name, manufacturing order and item description based on the transaction type. The item number is used when the item description is unavailable, such as in remote accounting situations where the Inventory Control Module is not installed.

Each transaction has a possibility of ten related reference fields. These reference fields are displayed on the G/L Transaction Detail screen and can be combined to create custom descriptions of up to 35 characters in length. See Reference Fields in Financial Transaction Processing Administration to determine the reference fields you want to include for each customized transaction description. Also determine the sequence of the reference fields.

PICKMIPICKMX

PICKM

PICKCIPICKCX

PICKC

PICKPIPICKPX

PICKPBatch Source CodeTrans Codes

BEFORE RECOMBINATION

PICKMIPICKMXPICKCIPICKCXPICKPIPICKPX

PICKBatch Source Code

Trans Codes

AFTER RECOMBINATION

deletedPICKPPICKCPICKM

General Ledger 35


A space character can occur after a reference field to separate it from the next reference field in the transaction description. The space character is included in the 35-character length.

The length of each reference field must be less than or equal to its maximum length. An asterisk (*) is included as the last character of the reference field to indicate the field is truncated when the length selected is less than the actual length of the field in the database.

When the sum of the lengths selected for each reference field plus any space characters exceeds 35 characters, a variable-length description format is used to include as many characters as possible from each reference field.

External TransactionsExternal transactions must be defined by Trans Code and Batch Source Code on the GLSC (G/L Batch Source Code Maintenance) screen before they can be processed by the GLMQ task. External transactions must be in standard, module communication file format using the <filename>.FIL. Both single- and double-sided entries can be processed. See Module Communication File Layout in Financial Transaction Processing Administration for more information.

Note that validation of external transactions occurs at the time of posting by the GLAU (G/L Account Update) task. External and internal transactions should be batched separately for this reason. Memo and statistical accounts cannot be used in external transactions.

General Ledger Module CommunicationThe GLMQ (G/L Module Communication) task combines the financial transactions currently in a module communication file into batches for the GLAU (G/L Account Update Process) task. The GLMQ task can process internal (Fourth Shift) manufacturing transactions both in a <filename>.FIL file and external (non-Fourth Shift) transactions.

Note: Transactions for posted accounts (CT = P) can be generated automatically as batched by the GLMQ task. Use the GLJE (G/L Journal Entry) screen to enter transactions for memo or statistical accounts.

See also Financial Transaction Processing Administration in this section for more information such as processing charts, reference field detail and transaction date processing.

Module Communication Updates CompletedThe GLMQ task renames the <filename> *.FIL file to <filename> *.MC as part of a transaction validation step. An existing <filename> *.OLD file is overlayed with valid <filename> *.MC transactions as the transaction validation occurs.

• When invalid transactions are found in the <filename> *.MC file, the entire file remains unprocessed. The <filename>*.OLD file contains the valid transactions up to the point where an invalid transaction was found.

• When all the transactions in the <filename> *.MC file are valid, the transactions are transferred and the <filename> *.MC file is deleted. The <filename> *.OLD file represents a successful batching process.

An existing <filename> *.MC file always takes precedence over a new <filename> *.FIL file. In this way, rejected transactions must be resolved before the next set of transactions are processed.

• Review the batches created or appended as a result of batching transactions, using the Updated Batches Report.

• Identify transactions not processed due to a zero-amount impact on the general ledger. This is useful when tracking down items with zero costs, for example. Zero-amount transactions do

General Ledger 36


not prevent a <filename> *.FIL file from being processed successfully. Note that transactions with amounts that are blank, however, are considered invalid.

Exceptions from module communication transactions are listed on the G/L Module Communication Exception Report, created by the GLMQ task. Use this report to identify and correct any errors. See Exception Report Error Messages for more information.

Identifying Zero-amount TransactionsEach time a transaction, with no cost, is recorded on a manufacturing screen, such as PORV, INVA, SHIP, etc., a row is created in the ZEROTRAN.FIL file. These rows contain a processing flag of zero (0), because they have not yet been reviewed by general ledger module communication processing.

ZEROTRAN.FIL rows are also created when running GLMQ with parameter F. The GLMQ batch task edits <filename>.FIL files. Each time a row with a zero value is found, a row is written to the ZEROTRAN.FIL file. The processing flag, the fifth field in each transaction row, displays 1, to indicate they have been reviewed by GLMQ. Rows that are created from manufacturing transactions with a zero value, and are not modified before GLMQ is run, will have two rows in the ZEROTRAN.FIL—one with a processing flag of 0; and one with a processing flag of 1.

• If using real-time processing, no zero-amount transactions with a processing flag of 1 are written to ZEROTRAN.FIL.

• ZEROTRAN.FIL is never deleted by the system. We recommend that you periodically review, back up, and delete this file.

Unsuccessful ProcessingUnsuccessful processing occurs when the GLMQ task with the F option produces a <filename>.MC file. Use the following steps to resolve invalid transactions.

1. Review the GLMQ exception reports.

2. Rerun the GLMQ task.

Other Module Communication ExceptionsSome module communication exceptions are displayed on the GLEX (G/L Journal Entry Exceptions) screen. These exceptions do not prevent the successful processing of the general ledger module communication transactions, but the transaction listed can not be used for further G/L processing until modifications are made. See the GLEX – G/L Journal Entry Exceptions section for more information.

General Ledger 37


Account Update ActivitiesThe account update process includes a variety of activities rather than a single task.

Overall Account Update Process FlowTypical account update activities are as follows:

Account Update PreparationThe focal point of account update activities is the GLAU (G/L Account Update) task. Prior to running the GLAU task, perform the following steps.

1. Run the ARMQ (Invoice Module Communication) to activate the A/R queue processing or process the MODCOMIV.FIL file and IVPR (Invoice Printing) tasks to process all open invoices to date.

2. Run the GLMQ (G/L Module Communication) task to activate the G/L queue processing or process all the module communication transactions (internal manufacturing and external).

3. Review all batches on the GLSS (G/L Batch Submission Status) screen using Sort Option = T (status) to verify all batches that are to be posted have a Batch Status = S (submit).

General Ledger 38


4. Correct any batches with a Batch Status = E (error) using the GLJE (G/L Journal Entry) screen, or the GLJP (G/L Journal Entry-Prior Period Adjustment) screen for prior-period entries.

5. Review the amount to be posted for any key master account numbers using the GLDQ (G/L Detail Account Inquiry) screen using Posted/Unposted = U (unposted). Open the G/L Batch Detail window to view individual transactions.

6. Set GLAU Error Handling = R (reject) for the GLAU task if a large number of external entries have been batched by the GLMQ task. GLAU Error Handling = R allows you to correct invalid transactions using the GLJE screen rather than having to create journal entries to clear the entries made to the suspense account.

Account Update ProcessingThe GLAU (G/L Account Update) task performs a series of actions depending on what conditions exist. The following shows the series of conditions and related actions.

General Ledger 39


h status

Is batch balanced?Do batch and recap totals match?

Does BATCH STATUS = S?

rejected batchBATCH STATUS = E

Current / Prior or Future Period?

Error Handling

Batch not processed

R RejectSuspense

verify / create suspense master accounts

Valid Master Account?

post transactionsBATCH STATUS = P

create next period reversal batchesBATCH STATUS = A

Error Handling

R Reject

rejected batc

Suspense

post transaction(s) to suspenseBATCH STATUS =P

Suspense Listing

S

Required Reports

Optional Reports

Audit

Balance Limit Exceeded

Master Acct Created Numbers.

Reversal JEs Created

Batches Rejected

Batches Posted - Headers Only

Net Change

G/L Journal Entry List

No

No

Yes

Yes

FuturePeriod

Current / Prior Period

S

Yes

No

General Ledger 40


Unsuccessful ProcessingPerform the following steps if the GLAU task does not process successfully.

1. Review the GLAU error reports:

- Review the number of batches rejected for current and prior periods on the Audit Report and the reasons they were rejected on the Batches Rejected Report.

- If GLAU Error Handling = S, review the Suspense Listing Report for the intended master account number and corresponding error message.

- Review the Balance Limit Exceeded Report to verify if any correcting entries are required.

2. Use the GLOS (G/L Organization Structure) screen to verify and maintain the organization portion of the master account number.

3. Use the GLCA (G/L Chart of Accounts) screen to verify and maintain the G/L account portion of the master account number.

4. Use the GLCF (G/L Configuration) screen to review and maintain the suspense accounts and the GLAU Error Handling field.

5. Use the GLMA (G/L Master Accounts) screen to review posted net activity and balances by master account number.

6. Use the G/L Master Account Detail screen, from the GLMA screen, to review and maintain the open/close status by master account number. Also verify and maintain the transaction and balance limits.

7. Use the GLDQ screen with Posted/Unposted = U (unposted) to review invalid master account numbers and all unposted batches using these master account numbers. Open the G/L Batch Detail window to view individual transactions.

8. Use the GLJE screen, or the GLJP screen for prior-period entries, to correct master account numbers or amounts.

9. Use the GLJE screen to create journal entries correcting posted entries or clearing suspense accounts.

10. Review all batches on the GLSS screen using Sort Option = T (status) to verify all batches that are to be posted have a Batch Status = S (submit).

11. Correct any batches with a Batch Status = E (error) using the GLJE screen, or the GLJP screen for prior-period entries.

12. Run the GLAU task.

Journal EntriesManual EntriesThere are three types of manual entries: normal, memo and statistical.

• Normal entries are for day-to-day business entries.

• Memo entries are used mainly for allocating costs when you want to keep the ledger reporting separate between normal (posted) and memo entries, but combine the two types when publishing financial reports so as to report total costs by organization.

• Statistical entries are single-sided entries used to record headcount, square footage, throughput, units built versus shipped and so on.

General Ledger 41


Use the GLJE (G/L Journal Entry) screen to enter batch identification and transactions for each type of manual entry. Manual entries can be made for both current and future periods.

If the CSHM (Cash Management) Module is installed, cash sets must be created using the GLAU task for manually-entered transactions that include a cash master account. Cash sets are created to keep the bank balance and G/L balances synchronized.

Reversal EntriesUse the GLJE (G/L Journal Entry) screen to enter accruals and designate the Reversal Flag = Y. The GLAU task creates reversal entries when the original entry is posted. No changes are allowed to reversal transactions.

Prior Period AdjustmentsUse the GLJP (G/L Journal Entry-Prior Period Adjustment) screen to restate the general ledger by means of manual transactions posted to a prior period. These adjusting transactions might be necessary due to a correction, omission of a previous entry or a reorganization.

Prior year adjustments to income or expense master accounts automatically create a retained earnings batch. The batch is automatically posted the next time the GLAU task runs and posts the batch to period ØØ of the year following the year specified in the adjustment.

If the CSHM (Cash Management) Module is installed, cash sets must be created using the GLAU task for manually-entered transactions that include a cash master account. Cash sets are created to keep the bank balance and G/L balances synchronized.

Recurring EntriesUse the GLJR (G/L Journal Entry-Recurring/Templates) screen to create recurring entries that will be automatically created each period requested. You define the starting accounting period, frequency and number of cycles for the recurring entry.

Template EntriesUse template entries, set up on the GLJR (G/L Journal Entry-Recurring/Templates) screen, as a time-saving data entry feature. By moving to the GLJE screen directly from the GLJR screen, values for both batch identification and transactions, entered on the GLJR screen, default to create a new batch on the GLJE screen.

Module Communication EntriesUse the GLJE screen to view and maintain internal or external module communication entries, successfully batched by the general ledger module communication processing. These transactions cannot be reversed but may be changed or deleted. Additional transactions can be added to a module communication batch.

Automated EntriesUse the GLJE screen to view and maintain automated entries originating from accounts payable, accounts receivable and invoicing functions. The master account number and transaction description can be changed for an automated entry, but the entries cannot be reversed or deleted. Transactions cannot be added to automated batches.

Master Account Number MaintenanceMaster account numbers are created, when needed, to post amounts and statistical information to the general ledger and to establish budgets or plans. Use the Master Account Numbers Created Report, produced by the GLAU task, to review all the new master account numbers created during the account update process. The corresponding consolidation account numbers are also identified.

Full Master Account Maintenance

General Ledger 42


Use the GLMA (G/L Master Accounts) screen and its related G/L Master Account Detail screen to maintain master account information.

• Use the Open/Close field to indicate whether a master account can have transactions posted against it. Transactions do not post to closed master accounts.

• Use the Transaction Limit field to set the maximum amount allowed for an individual transaction posted to the master account. When the Transaction Limit is exceeded, the transaction is not accepted. The default transaction limit is 999,999,999.99.

• Use the Balance Limit field to set the total balance allowed for a master account. When the Balance Limit for a master account is exceeded, a Balance Limit Exceeded Report is included, as a warning, as part of the account update process. Transactions however, are posted. The default balance limit is 999,999,999.99. Entry of a negative balance is allowed.

A Balance Limit = Ø causes any master account with a balance to be listed on the Balance Limit Exceeded Report. In this way, the report can be used as an automatic notification of master accounts that need to be billed out, allocated or cleared, such as suspense accounts, before period close.

• Use the Miscellaneous fields to track additional information about each master account, such as responsibility.

Use the GLDQ (G/L Detail Account Inquiry) screen to review posted or unposted batches for a specific master account and accounting period. The GLDQ screen displays batches for existing master accounts as well as not-yet-created master accounts. Master accounts are created by the GLAU task as well as when a budget/plan is entered.

Organization Portion MaintenanceA master account number is a combination of an organization and a G/L account number. Both organization and G/L account numbers are maintained separately on the GLOS (G/L Organization Structure) and GLCA (G/L Chart of Accounts) screens, respectively.

Changes made to an organization portion’s description, consolidation account number, and active/inactive code on the GLOS screen are made automatically to the master account based on the master account’s Open/Close field.

• When Open/Close = O, (open) all changes are reflected in the master account.

• When Open/Close = C, (closed) changes made to the AI (active/inactive) field are reflected in the master account.

Account Portion MaintenanceChanges made to the G/L account number’s description, consolidation account number and active/inactive code on the GLCA screen are made automatically to the master account, based on the master account’s Open/Close field.

• When Open/Close = O, all changes are reflected in the master account.

• When Open/Close = C, only changes made to the AI (active/inactive) field are reflected in the master account.

Use the GLTP (G/L Account Type Maintenance) task to modify the account type and/or category type of a range of G/L accounts. The GLTP task replaces existing account information for G/L accounts already used in a master account.

Master Account Number Cross Reference

General Ledger 43


Master accounts are used throughout the system. Check the following screens, as applicable, for master account verification whenever you change your account structure. You can also use the ACCT (Account Verification Report) to review these accounts to ensure they are valid.

Screen Master Account Field System Default

APCF Discounts Taken Y

Freight Charges Y

Po/Inv Variance Y

Sales Tax/VAT Y

Service Charges Y

Vouchered A/P Y

Unvouchered A/P Y

ARCF Accounts Receivable Y

Commission Expense Y

Commission Liability Y

Discounts Allowed Y

Sales Y

Service Charges Y

BKMT (disbursements) Cash Y

Vouchered A/P Y

Unvouchered A/P Y

Bank Charge Y

Bank Commission Y

Bank Exch Var Y

BKMT (cash receipts) Cash Y

Acct Receivable Y

Bank Charge Y

Bank Commissions Y

NSF Charge Y

Bank Exch Var Y

CCEX Exchange Variance N

CNFA AAC PO Var Y

Applied Labor Y

Applied Overhead Y

Cost of Goods Sold Y

Cust Prod Variance Y

Cust Prod WIP Inv Y

General Ledger 44


External WIP Inv Y

Fixed Ovhd COGS

Freight Y

Internal WIP Inv Y

Item Cost Change

Labor COGS

Labor Variance Y

Material COGS

Manufacturing Exp Y

Material Usage Var Y

Misc Order Var Y

MO Cost Change

Outside COGS

Overhead Var Y

PO Cost Change

PO Issue Variance Y

Purchase Price Var Y

Resource Direct Labor Y

Resource Var Ovhd Y

Sales Y

Standard Cost Var Y

Var Ovhd COGS

Custom Product Detail Inv N

WIP N

Customer Name/Address Detail

A/R Acct No N

COGS Acct No N

FIxed Ovhd COGS

Freight Acct No N

Labor COGS

Material COGS

Outside COGS

Sales Acct No N

Var Ovhd COGS

GLCF Retained Earnings G/L Acct No Y

General Ledger 45


(1) Set up for the DEFAULT-ITEM

(2) Set up for the DEFAULT-INVOICE, DEFAULT-CR-MEMO, DEFAULT-WALK-IN

(3) Reserved for future use

(4) Set up for the default tax code

Period-end ClosingThe GLPC (G/L Period Close) task performs current period-end closing.

Period-end Closing Validations PerformedThe GLPC task tests for the following conditions:

Suspense Master Account Num-ber- Posting- Memo- Statistical

YYY

ITMC COGS Acct No N

Fixed Ovhd COGS

Inventory Acct No (1) Y

Labor COGS

Material COGS

Outside COGS

Sales Acct No N

Var Ovhd COGS

IVIE A/R Master Acct No (2) Y

MCCF Currency Conversion Rounding Gains

Y

Currency Conversion Rounding Losses

Y

Accounts Receivable Exchange Variance

Y

Purchasing Exchange Variance Y

Accounts Payable Exchange Vari-ance

Y

Banking Exchange Variance Y

TXTA Tax Accrual Master Account No (Sales Tax)(3)

N

Tax Liability Master Account No (Sales Tax)(4)

N

A/R Liability (VAT)(4) Y

A/P Liability (Sales Tax)(4) Y

General Ledger 46


• The accounting period identified is the same as the current period on the GLCF (G/L Configuration) screen.

• Retained earnings organizations exist.

• Suspense master accounts are open (Open/Close = O) and the G/L account is valid and active (AI = A) and the organization is valid.

• Year-end dates have been established for the next year on the GLCF screen when doing a year-end close.

• No unposted batches (Batch Status = A, S or H) exist for the current or prior period. If unposted batches exist, the G/L Batch Exception Report lists all unposted batches.

• No A/R or A/P cash sets are open in the current accounting period.

• No cash sets created using the CSHM Module are open in the current accounting period.

If any of these conditions are not met, the GLPC task does not complete period-end closing.

The GLPC task does not verify that all module communication transactions have been processed or that all open invoices have been printed. Be sure to complete these steps in the activity flow.

Period-end Closing Updates CompletedThe GLPC task performs the following activities for period-end closing:

• updates the Current Period field on the GLCF screen

• changes the history type for all posted batches to Hist Type = H for the unload process

• resets current period debits and credits to zero for each master account ready for the next period

• resets current period debits and credits to zero for organization/account combinations set up on the GLGQ screen

• resets current and prior period net change fields to zero for each master account

• creates recurring batches for the new current period based on frequency and number of cycles defined on the GLJR (G/L Journal Entry-Recurring/Templates) screen

Period-end Closing PreparationPrior to running the GLPC task, perform the following steps. See Period-end Preparation Example for an example of analyzing information from the most summarized level down to the lowest level of detail.

1. If invoicing module communication transactions are not processed in real-time, run the ARMQ (Invoice Module Communication) and IVPR (Invoice Printing) tasks to process all open invoices to date.

2. If G/L module communication transactions are not processed in real-time, run the GLMQ (G/L Module Communication) task to process all the module communication transactions (internal manufacturing and external).

3. Run the ARCP and APCP tasks for cash sets in the current accounting period.

4. Run the CSCP task for cash sets created using the CSHM Module in the current accounting period.

5. Review all batches on the GLSS (G/L Batch Submission Status) screen using Sort Option = T (status) to verify all batches for the current period have been posted. Run the GLAU (G/L Account Update) task to post batches, if necessary.

6. Run the GLTG (G/L Trial Balance/General Ledger) task and print all reports-Trial Balance, General Ledger-Recap and General Ledger-Detail.

General Ledger 47


7. Use the BKBL (Bank Balance) screen to print the bank balance report.

8. Run the GLRP (G/L Report Print) task to print all key financial statements for the period. Verify the financial statements and ledgers.

9. Use the GLGQ (G/L Current Period Group Inquiry) screen to review net activity information.

10. Use the GLDQ (G/L Detail Account Inquiry) screen to review net activity by batch for each master account number. Open the G/L Batch Detail window to view individual transactions.

11. Use the GLJE screen to review the transaction and offsetting entries. Use the G/L Transaction Detail screen to review the reference fields associated with the transaction.

Period-end Preparation ExampleThis processing flow illustrates one way to use specific G/L screens to analyze information from the most summarized level down to the lowest level of detail to prepare for period-end close.

General Ledger 48


TOTCOTOTCOTOTCOTOTCOTOTCO

REVENUESUPPLIESTOTALEXPTOTALLABORTRAVEL

Summary group

G/L ORG/ACCT Group List window

TOTCOTOTALEXP

GLGQ screen

01-100-0000-7200001-100-0000-7600001-100-0000-7610001-100-0000-7620001-100-0000-76300

Master accountnet activity bysummary group

01-100-0000-76100

GLDQ screen

APIE 000006APIE 000014APIE 000018GLJE 000007GLJE 000008

Batch No: 000018Source Code: APIE

G/L Batch Detail window

Seqn Date Description

Batch No: 000018Seqn No: 0022

GLJE screen

Master accountsummary activityby Batch No

Batch detail

Transactions bybatch number

Batch No: 000018Source Code: APIESeqn: 0010Master Account No: 01-100-0000-76100

G/L Transaction Detail screen

G/L transaction reference

0010 022197 Sunwest Airlines0022 022197 Sunwest Airlines

Seqn Master Account No

0021 01-200-0000-760000022 01-100-0000-76100

Vendor Id SW0295PO Number AA123459PO/Seqn No 12Invoice No 1812111

General Ledger 49


Period-end Processing FlowThe following shows the series of screens and tasks used to complete period-end processing in a graphical format.

Period-end Processing Flow in Batch Module Communication

General Ledger 50


Period-end Processing Flow in Real-time

General Ledger 51


Year-end ClosingThe GLPC (G/L Period Close) task performs both current period and year-end closing at the end of the fiscal year. The GLPC task is executed only once to close both the current period and the fiscal year.

Year-end Closing Updates PerformedThe GLPC task performs the following activities for year-end closing:

• verifies all retained earnings organizations exist

• creates and posts retained earnings transactions for each organization and G/L account with CT = P to period 00-YY

• creates and posts reversing entries for resetting memo account balances (CT = M) to zero

• creates and posts reversing entries for resetting volume statistical account balances (CT = S and AT = V) to zero

• updates the Current Period field on the GLCF screen

• changes the history type for all posted batches to Hist Type = H

• resets current period debits and credits to zero for each master account

• resets current period debits and credits to zero for organization/account combinations set up on the GLGQ screen

• resets current and prior period net change fields to zero and updates the prior period net change field with the new balance for each master account

• creates recurring batches based on frequency and number of cycles defined on the GLJR screen

Year-end Closing PreparationUse the same steps presented under “Period-end Closing Preparation” for year-end closing preparation.

General Ledger 52


Fiscal Year-end Closing Process Flow

Fiscal Year-end Closing Processing Flow in Batch Module Communication

Continued on the next page

General Ledger 53


GLCO

GLCF

GLCA

GLOS

GLPC

GLJP

unload consolidated activity for parent

define new fiscal year-end dates;verify RE & suspense accounts defined

verify RE & suspense accounts active

verify RE organization exists

database backup

GLMAGLJE

period- and year-end close

verify RE entries

add adjusting entries, if necessary

database backup

Fiscal Year-end Closing Processing Flow in Batch Module Communication continued

General Ledger 54


Fiscal Year-end Closing Processing Flow in Real-time

Continued on the

General Ledger 55


Fiscal Year-end Closing Real-time Processing continued

General Ledger 56


Other Year-end ProcessingOther year-end processing includes closing out year-to-date totals for vendors, customers and items, establishing budgets and plans for the next year. These processes should be completed at the end of the calendar year and are not directly tied to fiscal year-end closing activities. The other year-end processing flow is as follows:

ConsolidationsA consolidation option is available so that net activity of related business units can be combined for reporting purposes. Consolidation information can be created throughout the accounting period to provide up-to-date information on net activity.

Use the GLCF (G/L Configuration) screen to set up the Unit No and Consolidation Account Number Mask for consolidation. Include the Unit No at the subsidiary level to insure uniqueness when subsidiary activity is combined at the parent level. The Consolidation Account Number Mask in subsidiaries must match the Master Account Number Mask in the parent company.

See Consolidation Accounts for an example of a consolidation number scheme.

The Consolidation Process ElementsUse the GLCO (G/L Consolidation Process) screen to combine net activity throughout the accounting period. The consolidation process consists of two steps:

• unload (preparation)

• load (combination)

Business units at the lowest subsidiary level unload net activity. This net activity is loaded at the parent company. After the account update process at the parent company, the net activity is unloaded for the next parent company, and so on, until the highest parent company loads the net activity from its subsidiaries.

use update option; YTD customer and CO valuesCOYE

use update option; zero YTD vendor and PO values

process 1099 informationAPTP

roll budgets/plans or actualsGLBR

establish new budgets/plansGLBU

database backup

POYEVPFR

fiscal year-end processing

General Ledger 57


)

t mask

Consolidation File CreationConsolidation information is unloaded and retained in a consolidation file, or reloaded from a consolidation file, on a diskette, fixed or network disk drive.

• Unloading. The consolidation file is created in the Drive you select. If you select a floppy disk drive and the diskette becomes full, you are prompted to insert a new diskette. If you select a fixed or network disk drive, the consolidation file is stored in the root directory of that drive, unless the drive is mapped to your Fourth Shift system. In this case, the file is stored in the \MFGSYS directory.

• Loading. The consolidation file is loaded from the root directory of the Drive you select. If, however, the drive is mapped to your Fourth Shift system, the consolidation file is loaded from the \MFGSYS directory.

The name of the consolidation file is based on the unit number, accounting period and unload sequence in the filename format of CUUUPPYY.U99 where:

• C = consolidation identifier

• UUU = unit number

• PPYY = accounting period

• U = unload identifier

• 99 = sequence number

For example, unloading activity for Unit No = 002 for accounting period 10-91 is first saved to the C0021091.U01 file. If diskettes are used and there is not enough free space for all the activity, the C0021091.U02 file is created on a second diskette, and so on, until all the activity is unloaded. If you unload information more than once during the accounting period, new files are created each time and once again start with a filename extension of U01.

Once you have unloaded information for an accounting period, you cannot unload information again until there is net activity recorded for the accounting period (an internal flag is set to CC for consolidation).

CCC-TTDD-AAAAA Master Account mask

Unit = 100 (parent)

Unit = 200 (subsidiary)

Master Account mask

Consolidation Account mask

Unit = 300

Master Account mask (parent)

Consolidation Account mask (subsidiary)

Unit = 301 Unit = 302 Unit = 303 (Subsidiary of Unit 300

AAAAAA-CCCDD DD-TTT-PPPP-AAAAA RR-DD-AAAA

UUU-CC-AAAA UUU-DD-AAAA UUU-RR-AAAA

AAAAA-TD

UUU-TTDD-AAAAA

TTT-DD-AAAA

UUU-TTDD-AAAAA

Master Account mask

Consolidation Accoun

Consolidated Account mask

General Ledger 58


t Report

The unload step creates a consolidation file in the same format as module communication files. The load step, in effect, runs the GLMQ (G/L Module Communication) task and creates batches in a submitted status (Batch Status = S) ready for the account update process. You can only load a consolidation file once; the filename extension is changed from U99 to L99. If you need to load a consolidation file to multiple sites, first copy the consolidation file before performing the load step.

Unload Processperiod processing

GLCO

Is consolidation account mask set on the GLCF screen?

Does consolidation account exist for master account?

cannot perform consolidation

Exception Report

Yes

No

No

Does net activity exist since the last unload?

No file created

CUUUPPYY.U99 consolidation file created

accounts flagged as consolidated

Account Consolidation Unload Audit Report(optional)

Yes

No

database backup

unload consolidated activity for parent

cannot perform consolidation

Account Consolidation Unload Audi(optional)

Yes

General Ledger 59


Load Process

Note: Any exchange rate based rounding differences found during the load process generate a transaction to the Posting Suspense Master Account Number from the GLCF (G/L Configuration) screen. Review the journal entry created by the load process to determine if any further action is needed.

Budget/Plan MaintenanceUse the GLCF (G/L Configuration) screen to designate whether 13 periods should be used for budgeting/planning purposes. When Number of Periods = 13 and Budget Period 13 = Y, 13 accounting periods are listed for budgets/plans.

Additions and ChangesUse the GLBD (G/L Budget/Planning Definition) screen to define budget and planning types for a fiscal year. A maximum of ten user-defined budget types and ten planning types can be set up per year. Control budget/plan maintenance with the Protect field.

Use the GLBU (G/L Budget/Planning Update) screen to enter period activity and/or balances for a master account.

period processing

database backup

load consolidated activity from subsidiariesGLCO

CUUUPPYY.U99

Does matching batch exist from previous load process?

create new batch for transactions

append new transactions to existing batch

UUUPPYY.L99 rename consolidation file

verify batchesGLSS


perform trial balanceGLTG

consolidation file

Yes

No

Account Consolidation Load Audit Report (optional)Account Consolidation Load Audit Report(optional)

General Ledger 60


• When AT (account type) = A, L, C or B, a beginning and an expected balance are entered for each period.

• When AT = I, E or V, expected net activity is entered for each period. The beginning balance is initialized as zero and cannot be entered.

Budget/planning data can be entered using an annual, quarter or period method to distribute amounts. Use the GLBU screen to compare actual data to budgets/plans within the same fiscal year.

A budget/planning amount is entered as a positive, whole number and is assumed to correspond to the master account’s normal balance. Use a trailing hyphen to indicate the amount is opposite to a master account’s normal balance (a credit balance for an asset account, for example).

Use the GLBR (G/L Budget Roll) task to duplicate budget/planning data without affecting the source data. You can use the GLBR task to copy actual data or an established budget/plan to begin a forecasting process and reduce data entry efforts.

Copy budget/planning data for a period range with the option to specify an adjustment factor, such as a 15 percent increase for the next fiscal year.

Use the GLBL (G/L Budget List) task, after copying budgets/plans, to print a report to help determine any necessary additions or changes to new budgets/plans.

DeletionsUse the G/L Year/Types List window, opened from the GLBU screen, to delete budget/planning types no longer needed for a specific master account.

Use the GLBR task to delete budget/planning types when no longer needed. You can reuse budget/planning types after deletion.

Group InquiriesUse the GLGQ (G/L Current Period Group Inquiry) screen to set up organization/account combinations to view current period activity.

• The organization must be previously defined on the GLOS (G/L Organization Structure) screen.

• The account must be previously defined on the GLCA (G/L Chart of Accounts) or GLAG (G/L Account Group) screen.

Use the Group Type field to control net activity calculations. Define Group Type = P (perpetual) to calculate net activity each time the GLAU (G/L Account Update) task is run. In this way, time is saved during the day when viewing net activity. Define a group type other than Group Type = P (such as W for weekly) to calculate net activity on-line using the GLGQ screen or on-demand by specifying the Group Type when running the GLAU task.

Open the G/L Org/Acct Group List window, from the GLGQ screen, to view the organization/account combinations currently defined in the system.

History ProcessingUse the GLHP (G/L History Process) screen to unload transaction history to improve performance and provide more free space. Only transactions that have been processed by the GLPC (G/L Period Close) task are considered history and may be unloaded. It is recommended that you back up your database before unloading transaction history. The GLHP screen can also be used to reload history that has been previously unloaded to use for inquiry and reporting purposes.

Transaction History Components

General Ledger 61


Transaction history consists of three parts: batch header, transaction detail and transaction summary.

• Batch header contains the source identification for a set of transactions.

• Transaction detail is a debit or credit entry for a master account. There can be multiple transaction details for a single batch header.

• Transaction summary (recap) is the total debits and total credits for a master account within a batch.

A general view of the three parts of transaction history is as follows:

The Hist Type field identifies which of the three parts of transaction history for a period is available for unloading. See History Types for a detailed explanation of transaction history availability.

The transaction summary (recap) is never unloaded. The transaction summary can be optionally deleted as part of the unload process. However, when unloading Hist Type = I, M or R, the transaction summary is automatically deleted as part of the unload process. The transaction summary is always recreated by recalculating the transaction detail during the reload process. It is recommended that you retain the transaction summary, for use by inquiry screens and reports such as the GLDQ (G/L Detail Account Inquiry) screen or GLTG (G/L Trial Balance/General Ledger) task, if space is available.

No:

Batch Header

Type: NSource GLJE

000001

Desc:JE No: AAAAcctg Period 10-91

Travel Exp

Master Acct NoDebitAmount

*** Master Acct Recap ***

CreditAmount

Master Acct NoDebitAmount

CreditAmount

01-000-10100 93501-000-76200 12001-000-76300 815 _____ _____ 935 935

01-000-76200 12001-000-10100 12001-000-76300 81501-000-10100 815 _____ _____ 935 935

No:Type: NSource GLJE

000001

Desc:JE No: AAAAcctg Period 10-91

Travel Exp

Batch

G/L Journal Entry

--Transaction Detail--

Credit01-000-10100 815


Debit01-000-76300 815


Credit01-000-10100 120


Debit01-000-76200 120

-Transaction Summary-

Credit01-000-10100 935

Debit01-000-76200 120Debit01-000-76300 815

General Ledger 62


History TypesThe Hist Type field identifies which of the three parts is available for unloading using the GLHP (G/L History Process) screen.

The transaction history remaining after a history unload is based on the Delete Recap field selection made during the unload process.

In the following history type summary, Normal includes journal entries posted in the current period before period-end close. Prior Period Adj includes journal entries posted against the period after period-end close.

A summary of the history types is as follows:

History Types

On-Line Batch

HeaderOn-Line

Txn Detail

On-Line Txn

Summary Comments

History Type = A

NormalPrior Period adj

Yn/a

Yn/a

Yn/a

Current period

History Type = H


YY

YY

YY

After period close;before unload

History Type = X

No history N N N Prior period with no activity

History Type = R


YY

NN

YY

After unload usingDelete Recap = N

History Type = U


NN

NN

NN

After unload usingDelete Recap = Y

History Type = M

NormalPrior Period adjAdj after unload

YYY

NNN

YYY

After unload usingDelete Recap = Nafter prior prd adj

History Type = I

NormalPrior Period adjAdj after unload

NNY

NNY

NNY

After unload usingDelete Recap = Yafter prior prd adj

General Ledger 63


A prior-period entry cannot be unloaded until the current period is closed.

History File CreationTransaction history is unloaded and retained in a history file, or reloaded from a history file, on a diskette, fixed or network disk drive.

• Unloading. The transaction history file is created in the Drive you select. If you select a floppy disk drive and the diskette becomes full, you are prompted to insert a new diskette. If you select a fixed or network disk drive, the history file is stored in the root directory of that drive, unless the drive is mapped to your Fourth Shift system. In this case, the file is stored in the \MFGSYS directory.

• Loading. The transaction history file is loaded from the root directory of the Drive you select. If, however, the drive is mapped to your Fourth Shift system, the transaction history file is loaded from the \MFGSYS directory.

The name of the transaction history file is based on the Function Code, accounting period and unload sequence in the filename format of GLHPPPYY.999 where:

• GLHP = history process identifier

• PYY = accounting period


For example, transaction history for accounting period 10-91 is first saved to the GLHP1091.001 file. If diskettes are used and there is not enough free space for all the transaction history, the GLHP1091.002 file is created on a second diskette, and so on, until all the transaction history is unloaded. If you subsequently unload prior period adjustments for accounting period 10-91, adjustment information is appended to the last history file created.

The reload process prompts you, in sequence, for all the history files that have been created for a particular accounting period.

Multi-User ConsiderationsBatch ProcessingA number of general ledger tasks may require a significant amount of time based on the amount of information. The tasks that perform general ledger processing that might require a significant amount of time are:

• GLAU (G/L Account Update)

• GLBR (G/L Budget Roll)

• GLMQ (G/L Module Communication)

• GLPC (G/L Period Close)

The tasks that print general ledger reports that might require a significant amount of time are:

• GLBL (G/L Budget List)

• GLJL (G/L Journal Entry List)

• GLRP (G/L Report Print)

• GLTG (G/L Trial Balance/General Ledger)

Establish a time for general ledger processing so that the interruption of normal business operations is minimized. See “Database Locking” in the System Administration manual for information on the databases each task locks during processing.

General Ledger 64


Another option is to generate reports as a file (Report Destination = 2 on the BEXE screen) and then print the reports at a different time or use a stand-alone computer for printing the reports.

The timeliness of information is also critical when printing general ledger reports in a batch mode. The G/L Journal Entry List, for example, should be printed when financial transactions from A/P, A/R or invoicing are not currently being added to the system. The G/L Journal Entry List can potentially show inaccurate totals due to the addition of new data entered during the printing process.

For example, the GLJL report has started printing when a user begins to add cash receipts on the ARCR screen. These cash receipts create automatic transactions added to an existing unposted ARCR batch. If the GLJL report has already printed the batch header for the unposted ARCR batch, the batch total in the header does not equal the total debits and credits based on the transaction detail now including a new transaction.

On-Line ProcessingGeneral ledger information is protected to insure integrity by controlling the maintenance of key information. Your activities on the following screens are affected by these controls.

• On the GLSC screen, more than one user cannot maintain the same Batch Source Code.

• On the GLJE screen, more than one user cannot maintain the same journal entry.

• On the GLJE, GLSS and GLDQ screens, you cannot change the Acctg Prd or Batch Status of the same batch another user is viewing.

Decimal Precision ImpactAmount values displayed on the screens and reports in the General Ledger Module are modified when Decimal Precision = Ø for your local currency. All amount values are displayed without any punctuation to allow numbers up to 14 digits to be displayed. For example, a value displayed in another decimal precision as 100,000 displays as 100000 on General Ledger screens and reports.

Using the Multi-Currency FeatureWhen the Multi-Currency Management (MCMM) Module is installed, it extends the functionality of this module by allowing you to enter multi-currency transactions.

Currency information presented on the screens and reports in the General Ledger Module use the local currency (Curr Code = 00000) only. However, the exchange rate and a controlling currency indicator are available on several screens or in the currency information window when the multi-currency feature is used. You can press ALT+C to toggle between local and foreign currency values. For information on using the window, see "Using the Currency Information Window" in the Fourth Shift Basics manual.

The following screens and windows display additional information when the MCMM Module is installed:

• Use the G/L Account Attributes window, opened from the GLCA (G/L Chart of Accounts) screen, to identify the relationship between a G/L account and currency code, if necessary.

• Use the Foreign Cash Reference window, opened from the GLJE (G/L Journal Entry) screen, to enter reference information for another currency cash transaction if the CSHM Module is not installed. For example, if two foreign currencies were involved in a transaction, you can record both currency values.

• Use the Banking Configuration window, opened from the GLCF (G/L Configuration) screen, to establish a bank number for your default currency code and to specify a valid user Id to enter foreign currency transactions into your general ledger.

General Ledger 65


• Use the BKMT (Bank Master) screen to maintain the currency code assigned to each bank master record and its exchange rate translation ability.

Use the related Cash Receipts and Disbursements windows to maintain additional bank and currency information.

General Ledger 66


Financial Transaction Processing Administration

Real-time G/L Processing Flow

General Ledger 67


GLMQ MODCOM ProcessingThe GLMQ – G/L Module Communication task manages the processing of financial module communication transactions into batches for the GLAU (G/L Account Update) task. When the F option is used, Processing looks similar to the following:

General Ledger 68


Transactions by Batch Source CodeBatch source codes are used to group general ledger transactions for processing. Each transaction code identifies an internal transaction originating from manufacturing, invoicing, accounts receivable or accounts payable. The following batch source codes and the transaction codes associated with each source code are provided with each corresponding module. Use the GLSC (G/L Source Code Maintenance) screen to maintain batch source codes.

Use the screen report available from the GLSC screen to review the list of Batch Source Codes defined for your system.

Transaction DatesTransactions with the same batch source code, status, type and accounting period are combined into the same batch. The accounting period is based on the transaction date which is determined as follows. The accounting period cannot be for a prior period. If a transaction date transferred is for a prior period, the current period is assigned.

Source Transaction Acctg Period Basis

APCV Payment void Void date

APCW Payment processing Check date

APID Invoice distribution Invoice date

APIE Invoice entry/maintenance Invoice date

APRC Payment reconciliation System date

APCD Cash deposit System date

ARCR Cash receipt application Distribution date

ARSC Service charge calculation Invoice date

ARSR Service charge change System date

BKFL Backflush/reverse backflush System date

COMT Customer order line item detail change

System date

CORV Receipt/reverse receipt System date

CPMT Custom product change System date

CROV Cost roll-over System date

CSTUM Actual Cost Update: MO System date

CSTUP Actual Cost Update: PO System date

EXRU Exchange rate update System date

INVA Inventory adjustment System date

ITCB Item cost book System date

ITMC Item/work center cost update System date

IVEX Document file creation Invoice date

IVIE Manual preprinted and post-printed document creation

Invoice date

General Ledger 69


Note: Several screens, such as APDS (A/P Disbursements) and ARCD (A/R Cash Deposits) allow the accounting period to be specified. The transaction date is not used to determine the accounting period for the transaction.

Reference FieldsThe reference fields, presented here, provide transaction-specific information for internal transactions:

• Reference fields are displayed automatically on the G/L Transaction Detail screen for an internal transaction. The reference fields listed for each transaction are displayed in sequential order. For example, Ref 1 displays in the first reference field on the screen.

• Reference fields can be used to customize a Trans Description for a transaction. Customized transaction descriptions are defined on the G/L Trans Description Definition window for accounts receivable, accounts payable and manufacturing transactions.

Use the maximum field lengths displayed on the G/L Trans Description Definition window to determine which combination of reference fields can fit within the 70-character Trans Description field. The Default Description is used when the Trans Description is not customized.

Transaction descriptions for the journal entry screens (GLJE, GLJP and GLJR) as well as external transactions, which cannot be customized on the G/L Trans Description Definition window, are not included.

Note:

- If the Multi-Currency Management (MCMM) Module is installed, the (currency description) displayed is based on the Currency Code used for the transaction. The amount displayed is the transaction amount in the foreign currency.

- If a business partner’s controlling currency is foreign or rate, a reference field for customer Id will display the customer Id and Currency Code. The reference field for vendor Id will display vendor Id and Currency Code.

APCVDefault Description = Vendor Name

IVPR Document printing Invoice date

MORV Receipt/reverse receipt System date

OVAR Order variance System date

PICK Issue/reverse issue System date

POMT PO line item change System date

PORV Receipt/reverse receipt System date

SHIP Ship/reverse ship System date

TRUD Issue/reverse issue System date

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

Vendor Id blank blank Invoice No (1) (currency desc)

General Ledger 70


(1) If a transaction references multiple invoices or purchase orders, "MULTI" is displayed.

APCWDefault Description = Vendor Name


APDSDefault Description = Vendor Name

APICDefault Description = Vendor Name

APIDDefault Description = Vendor Name

Bk No-Pay-ment Ref No

Reference (cont)

VAT Exch Variance (y/n)

Payment Date

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

Vendor Id Cash Set blank Invoice No (1) (currency desc)


Reference (cont)


Payment Date

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

Vendor Id blank blank blank (currency desc)


Reference (cont)

Bank Curr Amt Cash Set Payment Date

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

Vendor Id blank blank Invoice No Amount in For-eign Currency

Recur Inv No Recur Inv Desc

Recur Inv Ref Exch Variance blank

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

Vendor Id PO Number (1)

PO/Seqn No (1)

Invoice No (currency desc)

General Ledger 71



blank blank blank blank blank

General Ledger 72


APIEDefault Description = Vendor Name


APPADefault Description = Vendor Name

APPDDefault Description = Vendor Name

ARCDDefault Description = Customer Name

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

Vendor Id PO Number (1)

PO/Seqn No (1)

Invoice No (currency desc)

blank blank blank Exch Variance (y/n)

blank

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

Vendor Id blank blank Invoice No (currency desc)


Reference (cont)


Payment Date

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

Vendor Id blank blank blank (currency desc)


Reference (cont)

Exch Variance (y/n)

Cash Set Payment Date

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

Customer Id blank blank blank (currency desc)


Reference (cont)

Exch Variance Cash Set Payment Date

General Ledger 73


ARCRDefault Description = Customer Name

(1) If a cash receipt is applied against multiple invoices for an open item customer, "MULTI" is displayed. For a balance forward customer cash receipt, "BALANCE FORWARD" is displayed. If the cash receipt is not applied against invoices, "UNAPP" is displayed.

ARPDDefault Description = Customer Name

ARSCDefault Description = Customer Name

ARSRDefault Description = Customer Name

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

Customer Id blank blank Invoice No (1) (currency desc)

Bk No-Receipt Receipt (cont) blank Exch Variance (y/n)

Payment Date

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

Customer Id blank blank blank (currency desc)

Bk No-Receipt Receipt (cont) Exch Variance Cash Set Payment Date

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

Customer Id blank blank Invoice No (currency desc)


Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

Customer Id blank blank Invoice No (currency desc)


General Ledger 74


BKFLCDefault Description = Customer Name

BKFLMDefault Description = Item Desc

BKFLPDefault Description = Item Desc

BKFTDefault Description = Bank Name

BKRCDefault Description = Cust/Vend Name

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

Customer Id CO Number Ln# Ln# Typ Parent

Issued Qty Item Issue Type Stk-Bin (currency desc)

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

W/C # MO Number Ln# Ln# Typ Parent

Issued Qty Item Issue Type Stk-Bin blank

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

Vendor Id PO Number Ln# Ln# Typ Parent


Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

Origin Id Bank From/ Rate

Bank to/ Rate blank blank

Bk No-Pay-ment

Reference No Exch Variance Cash Set Payment Date

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

Id blank blank blank (currency desc)

General Ledger 75


BKTRDefault Description = Bank Name

COMTInventory adjustment or inventory account number change from Custom Product Detail screen.

Default Description = Customer Name

CORVDefault Description = Customer Name

CPMT01Cost change to Ln# Typ = V or W after receipt.


Bk No-Pay-ment

Reference No Bank Curr Amt Cash Set Payment Date

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

Origin Id Bank From/ Rate

Bank to/ Rate blank blank

Bk No-Pay-ment


Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

Customer Id CO Number Ln# IC Action Code

Adjust Qty Item Std Unit Cost Stk-Bin (currency desc)

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

Customer Id CO Number Ln# Ln# Typ Qty Recvd

Order Qty Item Receiving Type

blank blank

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10


On Hand Qty Comp/ Resrc/ WC#

Unit Cost Chg Typ (currency desc)

General Ledger 76


CPMT02Inventory adjustment or inventory account number change from Custom Product Detail screen.


CROVDefault Description = Item Desc

CSTUMDefault Description = Item Desc

CSTUPDefault Description = Vendor Name

EXRUAPDefault Description = Vendor Name

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

Customer Id CO Number Ln# IC Action Code

Adjust Qty Item Std Unit Cost Stk-Bin (currency desc)

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10


On Hand Qty Item Unit Cost Chg blank blank

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10


Old Total Cost New Total Cost

Cost Status blank blank

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10


Old Total Cost New Total Cost

Cost Status blank blank

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

General Ledger 77


EXRUARDefault Description = Customer Name

EXRURVDefault Description = Vendor Name

GLCOThe GLCO source code is not available from GLSC; Trans Description is ‘CONSOLIDATION-UNIT XXX’

Default Description = N/A

GLJE07Default Description = N/A

Vendor Id Invoice No blank blank (currency desc)


Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

Customer Id CO Number blank Invoice No (currency desc)

Old Ex Rate New Ex Rate blank blank blank

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

Vendor Id PO Number Seqn No blank (currency desc)


Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

Category Type Account Type blank blank blank

blank blank blank (currency desc)

Currency Amt

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

Document Orig Curr Desc Orig Curr Amount

Foreign Curr Code

Foreign Curr Amt

blank blank Conv Option Exch Rate Exch Rate

General Ledger 78


INVADefault Description = Item Desc

ITCBDefault Description = Item Desc

ITMCDefault Description = Item Desc

IVIEDefault Description = Customer Name

IVPR/IVEXDefault Description = Customer Name

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

blank IC RC Doc Num Action Code

Adjust Qty Item Std Unit Cost Stk-Bin blank

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10



Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10



Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

Customer Id CO Number Sales Ct Invoice No Ref Ln#

Order Qty Item Customer PO No

Com Code (currency desc)

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

Customer Id CO Number Sales Ct Invoice No Ref Ln#


Com Code (currency desc)

General Ledger 79


MCSTDefault Description = Item Desc

MORVDefault Description = Item Desc

OVARCDefault Description = Customer Name

OVARMDefault Description = Item Desc

OVARPDefault Description = Vendor Name

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10


Pt Use Seqn Comp/ Resrc/ WC#

Old Comp Cost

New Comp Cost

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

W/C # MO Number Ln# Ln# Typ Qty Recvd


blank blank

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

Customer Id CO Number Ln# Ln# Typ Qty Recvd


blank blank

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

W/C # MO Number Ln# Ln# Typ Qty Recvd

Order Qty Item blank blank blank

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

Vendor Id PO Number Ln# Ln# Typ Qty Recvd

Order Qty Item blank blank blank

General Ledger 80


PCSTDefault Description = Vendor Name

PICKCDefault Description = Customer Name

PICKC1Component change after receipt of parent item (custom products only).


PICKMDefault Description = Item Desc

PICKPDefault Description = Vendor Name

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10


Pt Use Seqn Comp/ Resrc/ WC#

Old Comp Cost

New Comp Cost

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10



Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10


On Hand Qty Comp/ Resrc/ WC#

Unit Cost Chg Typ (currency desc)

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10



Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10


General Ledger 81


POMTCost change to Ln# Typ = V or W after receipt.

Default Description = Vendor Name

PORVDefault Description = Vendor Name

SHIPCDefault Description = Customer Name

SUNDDefault Description = Vendor Name


Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

Vendor Id PO Number Ln# Ln# Typ blank

On Hand Qty Item Unit Cost Chg CO Number (currency desc)

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

Vendor Id PO Number Ln# Ln# Typ Qty Recvd


Packing List (currency desc)

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

Customer Id CO Number Ln# Ln# Typ Shipment No

Quantity Item Issue Type Stk-Bin (currency desc)

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

Source blank blank blank (currency desc)

Bk No-Pay-ment


General Ledger 82


SUNRDefault Description = Customer Name

SUPDDefault Description = Vendor Name

SUPRDefault Description = Customer Name

TRUDDefault Description = Mfg Ord/Vend Name

Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10


Bk No-Pay-ment


Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10


Bk No-Pay-ment


Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10


Bk No-Pay-ment


Ref 1Ref 6

Ref 2Ref 7

Ref 3Ref 8

Ref 4Ref 9

Ref 5Ref 10

Employee Id Order No Ln# RT Parent

Reported Qty Resource Id Issue Type Pt Use/ Seqn No

Lot No

General Ledger 83


Module Communication File LayoutThe modcom GL queue and/or the MODCOMGL.FIL file accumulates transactions that are transferred to the General Ledger Module from other modules. Fourth Shift transactions are double-sided entries (one transaction contains both debit and credit accounts).

External files can also be used through the GLMQ F option to transfer external transactions to the General Ledger Module from other applications. External transactions can be single-sided or double-sided entries. These files use the same file layout as the MODCOMGL.FIL file.

Identifying Zero-amount TransactionsA row is created in ZEROTRAN.FIL each time a transaction with no cost is recorded on a manufacturing screen such as PORV, INVA, SHIP, etc. These rows contain a processing flag of ‘0’ because they have not yet been not reviewed by general ledger module communication processing.

ZEROTRAN.FIL rows are also created when the GLMQ batch task edits Modcomgl files. Each time a row with a zero value is found, a row is written to ZEROTRAN.FIL. The processing flag, the fifth field in each transaction row, displays ‘1’ to indicate they have been reviewed by GLMQ. Rows that are created from manufacturing transactions with a zero value, and are not modified before GLMQ is run, will have two rows in the ZEROTRAN.FIL—one with a processing flag of 0 and the other with a processing flag of 1.

ZEROTRAN.FIL is never deleted by the system. Periodic review, backup, and deletion of the file is recommended. The ZEROTRAN.FIL file accumulates transactions with a zero-amount impact on the general ledger. For more information, see the file layouts in the System Administration manual.

General Ledger 84


System AdministrationThe System Administration manual outlines the tasks involved in maintaining Fourth Shift.

Batch Processing Considerations• Use the GLHP (G/L History Process) screen to unload unneeded general ledger history that

consumes database space. Unloaded information is copied to a file. We recommend that a schedule be established by your company controller. See History Processing in this section for more information.

• Multi-user considerations in the areas of batch processing and online processing should be reviewed as part of your system administration. See Multi-User Considerations in this section for more information.

G/L History FileThe GLHP (G/L History Process) screen creates a file for posted G/L batches. The system-generated file is in comma delimited format (CDF). The filename is based on the accounting period and sequence number (for example, GLHP1195.001).

See "G/L History File" under "History File Layouts" in the Administration Reference section of the System Administration manual for file layout information.

General Ledger 85

Fourth Shift Release 7.50 BKMT – Bank Master

BKMT – Bank MasterUse the Bank Master screen to maintain your company’s record of each bank with its associated number, currency code, status, name, reference name, report format and period close translation ability.

It is the master record for each of your banks. The Bank Master contains information that identifies and describes each bank used in your cash management process.

Transportation ShortcutsYou can use shortcut keys or transport buttons to go to the following related screens.

Browse WindowsYou can open browse windows by choosing Browse/Detail from the Tools menu in the following fields:

For more information, see "Selecting from a Browse List" in the Fourth Shift Basics manual.

Web LinksIf you use Web UI, you can link to other screens by clicking tabs or hyperlinks.

Reports

Bank MasterLists bank information.

Access MethodTo generate the report, choose Print or Print Preview from the File menu. The Report screen appears before the report is generated, allowing you to select a range of data for the report. For more information on reporting in general, see "Printing and Reporting" in the Fourth Shift Basics manual.

Destination Shortcut Key(s)

Bank Setup F8

CCMT (Currency Code Maintenance) F9

GLCA (G/L Chart of Accounts) F10

Browse From Fields

Bank Browse Starting Bank No (sort by Bank No)Currency Code (sort by Currency Code)

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Bank Setup Tab at top of screen

CCMT (Currency Code Maintenance) Screen label: Curr

General Ledger 86


Report TemplateFor more information on report templates, see "Reporting for SQL Server Systems" in the System Help topics.

FieldsBk No

Bank Number is the identification for a bank. The currency code associated with the bank is displayed automatically. Several bank numbers are reserved for display with specific documents including:

00 = default bank numberCM = credit memoCR = credit memoDM = debit memo

Entry is 2 alphanumeric characters.

Where Used: A/P Invoice Payment Detail; A/R Invoice Payment Detail; Accrual Basis Period Detail; APAH; APCA; APCK; APCP; APCV; APCW; APDS; APIH; APIP; APPA; APPD; APPH; APRC; APRL; APRQ; APTP; APTX; ARAH; ARCD; ARCP; ARCR; ARIP; ARPD; ARTB; Bank Payment Approval; BKBL; BKCB; BKCJ; BKMT; BKRC; BKTR; Cash Basis Period Detail; Cash Receipts; Cash Set Selection; Cash Set Selection Setup; CSCP; CSPG; Customer Payment List; Disbursements; Name, Address & Contacts; SUND; SUNR; SUPD; SUPR

CurrCurrency Code identifies the source or target currency associated with the trading partner or bank.

• Local currency codes are defined separately for trading partner (Curr Code = 00000) and banking (for example, Curr Code = USD) transactions.

• Non-local currency codes, which are specified only if the MCMM Module is installed, are used for both trading partner and banking transactions.

Entry is an alphanumeric combination of up to 5 characters. Available characters include alphabetic letters (A-Z), numbers (0-9) and the hyphen character (-).

Where Used: A/P Payment Void Detail; APCV; APIP; APRL; AREX; ARIP; BKMT; BKTR; Cash Receipts; Cash Set Selection; Cash Set Selection Setup; CCEX; CCMT; CCON; Customer + General; Customer Financial Detail; Disbursements; EXRU; Foreign Cash Reference; G/L Transaction Detail; ITPB; ITPI; Multi-Currency; Name, Address & Contacts; Open Order Detail; Payment Selection; Vendor Master Detail

FmtDate and Number Format identifies the format used for dates and numbers. A trading partner format is selected for each trading partner for use on external documents, such as checks, invoices, purchase orders, and order acknowledgements.

Note: The overall system date, number format, and accounting period are determined on the CNFG screen for use on all screens and internal documents.

General Ledger 87


For example, a unique format can be selected for each customer Ship-to Id. Entry options include:

C = Canada and ChinaB = BritainE = European countriesS = SwedenU = United States

Date and number format examples include:

Where Used: BKMT; Customer + General; Customer Name/Address Detail; Vendor Master Detail

FunctionFunction codes are four-character abbreviations for screen names. Each screen has a unique code used for identification and transportation. For example, ITMB identifies the Item Master screen. Entry is 4 alphanumeric characters.

Where Used: screens and reports

NameBank Name identifies the financial institution. Entry is any alphanumeric combination of up to 30 characters.

Where Used: APCA; APCK; APCW; APDS; APPD; APRC; APRL; ARCD; ARPD; BKCB; BKCJ; BKMT; Name, Address & Contacts; Vendor Master Detail

Reference NameBank Reference Name identifies the financial institution as referenced throughout the system. Entry is any alphanumeric combination of up to 10 characters.

Where Used: Accrual Basis Period Detail; APCV; Bank Payment Approval; BKBL; BKMT; BKRC; BKTR; Cash Basis Period Detail; CSPG; Payee Detail; SUND; SUNR; SUPD; SUPR

StBank Status indicates the status of a bank in the cash management process. Bank Statuses are:

Format Type Date Number Example Country

C YYMMDD 99,999.99 Canada and China

B DDMMYY 99,999.99 Britain

E DDMMYY 99.999,99 European countries

S YYMMDD 99.999,99 Sweden

U MMDDYY 99,999.99 United States

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2 = Default bank only3 = Setup4 = Active5 = Inactive6 = Closed

Where Used: Bank Payment Approval; BKCJ; BKMT; BKTR

Starting Bank NoThe Starting field is used to request a list where the specified information appears first on the list. Starting entries may consist of a partial entry and if the entry is not in the list, the next highest entry appears first on the list. The Starting field can include one or more field combinations, each with its own entry requirements.

Where Used: A/P 1099 Distribution; A/P Payment Application Detail; A/P Payment Void Detail; A/P Received Item List; A/P Receiving Detail; A/R Payment Application Detail; APAH; APDS; APEX; APID; APIE; APII; APIR; APIV; APPA; APPD; APPI; APPO; APTX; ARAH; ARCD; AREX; ARIC; ARIH; ARPD; ARPH; ARSR; BAMT; Bank Payment Approval; BILI; BILL; BKMT; Browse Setup (customer); Browse Setup (item); Browse Setup (vendor); CACF; CCAN; CCAT; CCEX; CCMT; CIMT; CMCF; CMTA; CMTI; CNFA; COAN; COMI; COMT; Contract Item Detail/Pricing; CORV; CPMT; CUID; CUII; CUSI; CUST; FCMT; FCST; G/L Account Group/No List; G/L Account No List; G/L Batch Detail; G/L Journal Entry List; G/L Master Account Recap; G/L Org No List; G/L Org/Acct Group List; G/L Organization Group/No List; G/L Report List; G/L Source Code List; GLAG; GLAV; GLBD; GLCA; GLCI; GLDQ; GLEX; GLGQ; GLJD; GLJE; GLJI; GLJP; GLJR; GLMA; Global Extended Text Selection; GLOS; GLRD; GLRL; GLSC; GLSI; GLSS; ITBI; ITCB; Item Master; Item Shortages; ITMB; ITMI; ITPB; ITPI; IVCO; IVIA; IVIE; IVII; IVRV; LMMT; Location Selection Setup; MCST; MOAN; MOMI; MOMT; MORI; MORV; MPED; MPIT; MSMT; NMTA; OPSL; Orders on Shipment; ORST; Packaging Detail; PASS; PBCI; PBCT; PBMI; PBMT; PCMT; PCST; PICI; PICK; POAN; POAS; POCI; POCT; POMI; POMT; PORI; PORV; REDI; RTMT; RVED; SBOL; Selection Setup; Serial Number List; Serial Numbers Shipped; SHIP; Shipments by Line Item; SHPI; SSII; STAD; SUND; SUNR; SUPD; SUPR; TEXT; TXTA; VAT Summary (APSM Module); VATT; VEDI; VEID; VEND; VENI; Workcenter Master

Starting Currency CodeThe Starting field is used to request a list where the specified information appears first on the list. Starting entries may consist of a partial entry and if the entry is not in the list, the next highest entry appears first on the list. The Starting field can include one or more field combinations, each with its own entry requirements.

Where Used: A/P 1099 Distribution; A/P Payment Application Detail; A/P Payment Void Detail; A/P Received Item List; A/P Receiving Detail; A/R Payment Application Detail; APAH; APDS; APEX; APID; APIE; APII; APIR; APIV; APPA; APPD; APPI; APPO; APTX; ARAH; ARCD; AREX; ARIC; ARIH; ARPD; ARPH; ARSR; BAMT; Bank Payment Approval; BILI; BILL; BKMT; Browse Setup (customer); Browse Setup (item); Browse Setup (vendor); CACF; CCAN; CCAT; CCEX; CCMT; CIMT; CMCF; CMTA; CMTI; CNFA; COAN; COMI; COMT; Contract Item Detail/Pricing; CORV; CPMT; CUID; CUII; CUSI; CUST; FCMT; FCST; G/L Account Group/No List; G/L Account No List; G/L Batch Detail; G/L Journal Entry List; G/L Master Account Recap; G/L Org No List; G/L Org/Acct Group List; G/L Organization Group/No List; G/L Report List; G/L Source Code List; GLAG; GLAV; GLBD; GLCA; GLCI; GLDQ; GLEX; GLGQ; GLJD; GLJE; GLJI; GLJP; GLJR; GLMA; Global Extended Text Selection; GLOS; GLRD; GLRL; GLSC; GLSI; GLSS; ITBI; ITCB; Item Master; Item Shortages; ITMB;

General Ledger 89


ITMI; ITPB; ITPI; IVCO; IVIA; IVIE; IVII; IVRV; LMMT; Location Selection Setup; MCST; MOAN; MOMI; MOMT; MORI; MORV; MPED; MPIT; MSMT; NMTA; OPSL; Orders on Shipment; ORST; Packaging Detail; PASS; PBCI; PBCT; PBMI; PBMT; PCMT; PCST; PICI; PICK; POAN; POAS; POCI; POCT; POMI; POMT; PORI; PORV; REDI; RTMT; RVED; SBOL; Selection Setup; Serial Number List; Serial Numbers Shipped; SHIP; Shipments by Line Item; SHPI; SSII; STAD; SUND; SUNR; SUPD; SUPR; TEXT; TXTA; VAT Summary (APSM Module); VATT; VEDI; VEID; VEND; VENI; Workcenter Master

TrTranslate Non-local Currency identifies if the bank balance for a non-local currency is translated into the local currency. Translate Non-local Currency values include:

Y = Yes. Translate non-local currency into local currency when Bank Balance Translation (BKTR) is run.

N = No. Do not translate non-local currency into local currency.

Where Used: BKMT; BKTR

General Ledger 90

Fourth Shift Release 7.50 Name, Address & Contacts

Name, Address & ContactsUse this window to enter bank information, including name, address, route number, account number, contact names and phone numbers. The Name, Address, & Contacts window is selected from the Bank Setup window which is opened from the Bank Master screen. Use this window to initialize and maintain bank information.

Features

Transportation ShortcutsYou can use shortcut keys to go to the following related screens.


ReportsA standard report is not generated for this screen. Use the Print Screen key or any screen capture program to create an image of the screen.

FieldsAddr

Address is the first and second lines of information identifying a location. Each line entry is any alphanumeric combination of up to 60 characters.

Where Used: A/P Payment Detail; Available Customer Shipments; CNFG; CNFI; COCD; COMI; COMT; Customer + Address; Customer Browse Detail; Customer Name/Address Detail; Customer Order Header Detail; DISI; DIST; ISVI; IVIE; IVII; Name, Address & Contacts; Payee Detail; Payer Detail; Purchase Order Header Detail; QSRC; SBOL; SHIP; Ship to Browse; Ship to Browse Detail; VDSC; Vendor Browse Detail; Vendor Master Detail; VSDI; VSDT

Bank AcctBank Account identifies your account at the specific bank. Entry is any alphanumeric combination of up to 30 characters.


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General Ledger 91


Where Used: APCA; APCK; APDS; APPD; APRC; APRL; ARCD; ARPD; BKCJ; Name, Address & Contacts; Payee Detail; SUND; SUNR; SUPD; SUPR; Vendor Master Detail

Bank CurrCurrency Code identifies the source or target currency associated with the trading partner or bank.





Bank NoBank Number is the identification for a bank. The currency code associated with the bank is displayed automatically. Several bank numbers are reserved for display with specific documents including:




CCountry is the name of the country associated with an address. Entry is any alphanumeric combination of up to 15 characters.

Where Used: A/P Payment Detail; Available Customer Shipments; CNFG; CNFI; COCD; COMI; COMT; Customer + Address; Customer Browse Detail; Customer Name/Address Detail; Customer Order Header Detail; DISI; DIST; ISVI; IVIE; IVII; Name, Address & Contacts; Payee Detail; Pricing Maintenance + Test Order; Purchase Order Header Detail; QSRC; SBOL; SHIP; Ship to Browse; Ship to Browse Detail; Vendor Browse Detail; Vendor Master Detail; VSDI; VSDT

General Ledger 92


CityCity is the name of the city associated with an address. Entry is any alphanumeric combination of up to 15 characters.

Where Used: A/P Payment Detail; Available Customer Shipments; CNFG; CNFI; COCD; COMI; COMT; Customer + Address; Customer Browse Detail; Customer Name/Address Detail; Customer Order Header Detail; DISI; DIST; ISVI; IVIE; IVII; Name, Address & Contacts; Payee Detail; Payer Detail; Purchase Order Header Detail; QSRC; SBOL; SHIP; Ship to Browse; Ship to Browse Detail; Vendor Browse Detail; Vendor Master Detail; VSDI; VSDT

ContactContact is the name of the person at the financial institution who can handle inquiries. Entry is any alphanumeric combination of up to 20 characters.

Where Used: APCK; APRL; BKCJ; Name, Address & Contacts

NameBank Name identifies the financial institution. Entry is any alphanumeric combination of up to 30 characters.

Where Used: APCA; APCK; APCW; APDS; APPD; APRC; APRL; ARCD; ARPD; BKCB; BKCJ; BKMT; Name, Address & Contacts; Vendor Master Detail

PhoneBank Phone is the primary phone number at the financial institution. Entry is any alphanumeric combination of up to 15 characters.

Where Used: APCK; APRL; BKCJ; Name, Address & Contacts

RoutingBank Route is the routing number of the financial institution to which transactions should be directed. Entry is any alphanumeric combination of up to 30 characters.

Where Used: APDS; APPD; ARCD; ARPD; BKCJ; Name, Address & Contacts; Payee Detail; SUND; SUNR; SUPD; SUPR

StState is the identification of the state or province associated with an address. Entry is any alphanumeric combination of up to 10 characters.

Where Used: A/P Payment Detail; APTP; Available Customer Shipments; CNFG; CNFI; COCD; COMI; COMT; Customer + Address; Customer Browse Detail; Customer Name/Address Detail; Customer Order Header Detail; DISI; DIST; ISVI; IVIE; IVII; Name, Address & Contacts; Payee Detail; Payer Detail; Pricing Maintenance + Test Order; Purchase Order Header Detail; QSRC; SBOL; SHIP; Ship to Browse; Ship to Browse Detail; Vendor Browse Detail; Vendor Master Detail; VSDI; VSDT

General Ledger 93


ZipZip Code is the postal delivery number associated with an address. Entry is any alphanumeric combination of up to 12 characters.

Where Used: A/P Payment Detail; Available Customer Shipments; CNFG; CNFI; COCD; COMI; COMT; Customer Browse Detail; Customer Name/Address Detail; Customer Order Header Detail; DISI; DIST; ISVI; IVIE; IVII; Name, Address & Contacts; Payee Detail; Payer Detail; Pricing Maintenance + Test Order; Purchase Order Header Detail; QSRC; SBOL; SHIP; Ship to Browse; Ship to Browse Detail; Vendor Browse Detail; Vendor Master Detail; VSDI; VSDT

General Ledger 94

Fourth Shift Release 7.50 Cash Receipts

Cash ReceiptsUse this window to enter master account numbers for each account used in cash receipt transactions for the specified bank. The cash receipt accounts include Cash, Acct Receivable, Bank Charge, Bank Commission, NSF Charge and Bank Exch Var. The Cash Receipts window is selected from the Bank Setup window which is opened from the Bank Master screen. Use this window to update bank cash receipt information.

Features




FieldsBank Curr

Currency Code identifies the source or target currency associated with the trading partner or bank.


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GLMA (G/L Master Accounts) Screen label: Acct Receivable

GLMA (G/L Master Accounts) Screen label: Bank Charge

GLMA (G/L Master Accounts) Screen label: Bank Commission

GLMA (G/L Master Accounts) Screen label: Bank Exch Var

GLMA (G/L Master Accounts) Screen label: Cash

GLMA (G/L Master Accounts) Screen label: Nsf Charge

General Ledger 95










Cash Receipts Master Account NoCash Receipts Master Account Numbers identify the accounts used to store cash receipt activity in the appropriate general ledger account. The master accounts identified by these account numbers are:

• Cash. This is used for accumulating cash receipt information from cash transactions.

• Acct Receivable. This is used for accumulating accounts receivable payments. The Accounts Receivable account number on the ARCF screen is used if this field is blank.

• Bank Charge. This is used for accumulating bank charges for completing a transaction.

• Bank Commission. This is used for accumulating bank commissions for completing a transaction.

• NSF Charge. This is used for accumulating charges for non-sufficient funds payments

• Bank Exch Var. This is used for accumulating exchange rate variances for bank transactions. The Banking account number on the MCCF screen is used if this field is blank.

General Ledger 96


Entry is up to 20 alphanumeric characters based on your master account number format.

Where Used: Cash Receipts

Master Account No MaskMaster Account Number Mask sets up the combination of two elements of the account structure: organization and G/L account number. The system uses the Master Account Number Mask to combine the appropriate organization and G/L account number during the account update process and for budgeting purposes. The Master Account Number Mask can be ordered as organization/account number or account number/ organization. The organization portion can be up to 6 levels, each represented by a set of like letters. The account number portion can be one level, represented by a set of As. Hyphens can be used to separate different levels and are considered in the total number of characters. Entry is up to 20 characters. Letters, excluding U which is reserved for Unit No, and hyphens are valid entries. Each level can be a maximum of 10 characters.

Where Used: Cash Receipts; Disbursements; GLCF; Sales Analysis Module Configuration

General Ledger 97

Fourth Shift Release 7.50 Disbursements

DisbursementsUse this window to enter master account numbers and payment reference information entered for disbursement accounts for the specified bank. The disbursement master accounts include Cash, Vouchered A/P, Unvouchered A/P, Bank Charge, Bank Commission and Bank Exch Var. The payment reference information includes the size of the payment reference number field for each payment form type allowed at the bank and the last number used for each payment form type.

The check format and stub format are used for printing A/P checks and remittances. For more information, see "Checks and Check Vouchers" in the Accounts Payable manual.

The Disbursements window is selected from the Bank Setup window which is opened from the Bank Master screen. Use this window to update bank disbursement information.

Features





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GLMA (G/L Master Accounts) Screen label: Bank Charge

GLMA (G/L Master Accounts) Screen label: Bank Commission

GLMA (G/L Master Accounts) Screen label: Bank Exch Var

GLMA (G/L Master Accounts) Screen label: Cash

GLMA (G/L Master Accounts) Screen label: Unvouchered A/p

GLMA (G/L Master Accounts) Screen label: Vouchered A/p

General Ledger 98


FieldsBank Curr










Check FormatCheck Format identifies the position of the dates and values printed on a check. Check Formats are:

US01 = U.S based banking standardUK02 = U.K APACS 3 standardCN01 = Canadian standard 006, Part AGM01 = German banking standard (4x6)

Entry is up to 4 alphanumeric characters.

Where Used: Disbursements

General Ledger 99


Disbursement Master Account NoDisbursements Master Account Numbers identify the accounts used to store disbursement activity in the appropriate general ledger account. The master accounts identified by these account numbers are:

• Cash. This is used for accumulating cash disbursement information from cash transactions.

• Vouchered A/P. This is used for accumulating vouchered accounts payable information. The Vouchered A/P account number is not required.

• Unvouchered A/P. This is used for accumulating unvouchered accounts payable information. The Unvouchered A/P account number is not required.

• Bank Charge. This is used for accumulating bank charges for completing a transaction.

• Bank Commission. This is used for accumulating bank commissions for completing a transaction.

• Bank Exch Var. This is used for accumulating exchange rate variances for bank transactions. The Banking account number on the MCCF screen is used if this field is blank.

Entry is up to 20 alphanumeric characters based on your master account number format.


Last No UsedLast Number Used is the last number used in the system for a pay form for a specific bank. Last Number Used determines the next number assigned when payments are made on the APCW (A/P Payment Processing) screen. The Last Number Used is updated by the APCW and APDS (A/P Disbursements) screens. Reassigning pay form numbers does not update Last Number Used. Entry is up to 6 numbers.


Master Account No MaskMaster Account Number Mask sets up the combination of two elements of the account structure: organization and G/L account number. The system uses the Master Account Number Mask to combine the appropriate organization and G/L account number during the account update process and for budgeting purposes. The Master Account Number Mask can be ordered as organization/account number or account number/ organization. The organization portion can be up to 6 levels, each represented by a set of like letters. The account number portion can be one level, represented by a set of As. Hyphens can be used to separate different levels and are considered in the total number of characters. Entry is up to 20 characters. Letters, excluding U which is reserved for Unit No, and hyphens are valid entries. Each level can be a maximum of 10 characters.

Where Used: Cash Receipts; Disbursements; GLCF; Sales Analysis Module Configuration

Pay FormPayment Form indicates the standard method of payment for this vendor. Payment Forms are:

General Ledger 100


B = BOE (Bill of Exchange)C = CheckD = Bank DraftG = GIRO/BACS (Banker's Automated Clearing System)T = Bank Transfer

Where Used: APCW; APRL; BKFT; Disbursements; Payment Selection; Vendor Master Detail

SizeSize is used to specify the use and size of the pay form number assignment. Entry is 2 numeric characters. Size values include:

04-20 = length of the payment reference number field for a Miscellaneous payment form is 4-20 characters06-10 = length of the payment reference number field for all payment form types, except Miscellaneous, is 6-10 characters99 = the payment form is not available for the specified bank


Stub FormatStub Format identifies which format is used when printing check stubs. Entry options include:

S = Standard. Prints a standard check stub, which allows 12 invoice lines per stub.

L = Long. Prints a check stub on an 8.5 x 11 inch form, which can be printed using a laser printer.

Default is S.


General Ledger 101

Fourth Shift Release 7.50 GLAG – G/L Account Group

GLAG – G/L Account GroupUse this screen to construct account groups, a single level at a time. Account groups are used for inquiry and reporting purposes. The account group descriptions entered on the GLAG screen are included on printed reports. Use the G/L Account Group/No List window to select existing account groups. The GLAT (G/L Account Top Down Inquiry) screen provides a multi-level, top-down view of account groups. The GLAW (G/L Account Where Used Inquiry) screen provides a single- or multi-level view of memberships.

Features


Additional Information


Reports

G/L Account GroupLists the direct members of a specific account group. Use the report printed from the GLAT screen to list all account group members.

Access MethodTo generate the report, choose Print or Print Preview from the File menu. For more information on reporting in general, see "Printing and Reporting" in the Fourth Shift Basics manual.

Report Template



GLAW (G/L Account Where Used Inquiry) F9

GLAT (G/L Account Top Down Inquiry) F10

Window Available FromShortcut Key(s)

G/L Account Group/No List

G/L Account Group G/L Account Group/No

ALT+F4


GLCA (G/L Chart of Accounts) Screen label: Group/no

General Ledger 102


For more information on report templates, see "Reporting for SQL Server Systems" in the System Help topics.

Screen Reference

Before You BeginBefore you begin using the General Ledger Module, you need to analyze your accounting function so the account structure set up here supports your business. Decisions that affect the account structure can include:





• Is project accounting appropriate?




The five possible elements are set up using the following screens:

Element Description

Master Account Num-ber

combination of an organization identifier and a G/L account number; used for posting amts or statistical info to G/L and for budgets/plans

Organization portion of a master account number;must start with a number--remainder alphanumeric

Organization Group combination of a number of organizations; must start with a let-ter--remainder alphanumeric; used for inquiries and reports


Account Group combination of a number of G/L accounts; must start with a let-ter--remainder alphanumeric; used for inquiries and reports

Element Screen Field

Master Account Number GLCF Master Account Number Mask (used as basis for system-generated master account number)

Organization GLOS Org No

Organization Group GLOS Org Group

G/L Account GLCA G/L Account No

General Ledger 103


Define Account GroupsAccount groups can combine a number of accounts and account groups together for inquiry purposes. Account groups are not used for posting or budget purposes. Account groups must begin with a letter and are not required to match the G/L account portion of the Master Account Number Mask.

Each account or account group defined as a member of an account group must have been previously defined on the GLCA (G/L Chart of Accounts) and GLAG screens, respectively.

For example, an account group, Fieldlabor, could be constructed to include accounts 70100, 70200 and 70300. Phonelabor could include accounts 70400 and 70500. An account group, Totallabor could be constructed to include account groups Phonelabor and Fieldlabor, and account 70600.

The accounts 70100, 70200, 70300, 70400, and 70500 are considered indirect members of the account group Totallabor, based on their direct membership in the account groups Fieldlabor and Phonelabor, respectively. An addition of 70100, 70200, 70300, 70400, and 70500 directly to Totallabor is not allowed. In this way, duplication of members in an account group does not occur.

An account group can be constructed with a maximum of 25 levels. System performance is adversely affected when an account group has more than 900 direct members, due to memory constraints.

FormatThe G/L Account Group screen has two sections: Account Group Identification and Account Member.

Use the Account Group Identification section to identify the account group and enter a description.

Use the Account Member section to define accounts/groups for the account group identified in the Account Group Identification section.

Account Group GLAG G/L Account Group

Parent Account Group Child Member

PhoneLabor 7040070500

FieldLabor 701007020070300

Total Labor Phone LaborField Labor70600


General Ledger 104


FieldsAT

Account Type identifies the nature of the account. Account Types are:

A = AssetL = LiabilityI = IncomeC = CapitalE = ExpenseV = Volume.

Used for statistical accounts only.

B = Balance. Used for statistical accounts only.

Where Used: G/L Account Group/No List; G/L Account No List; G/L Master Account Detail; GLAG; GLAT; GLAU; GLAV; GLAW; GLBL; GLBU; GLCA; GLCI; GLDQ; GLMA; GLPC; GLTG; GLTP; RTPR

Consld G/L Account NoConsolidation General Ledger Account Number is the account portion of the consolidation account used to combine the net activity of related business units to report financial position as one entity. Entry is up to 10 numbers.

Where Used: GLAG; GLAT; GLAV; GLAW; GLCA; GLCI; RTPR

CTCategory Type identifies a G/L account as posted, memo or statistical. The transactions posted to a master account must have a Batch Type that corresponds to the Category Type. Category Types are:

P = Posted. Used to record general ledger balances.

M = Memo. Used to allocate costs such as depreciation for reporting purposes.

S = Statistical. Used to track statistics such as headcount, labor hours or square footage.

Where Used: G/L Account Group/No List; G/L Master Account Detail; GLAG; GLAT; GLAU; GLAV; GLAW; GLBL; GLBU; GLCA; GLCI; GLMA; GLPC; GLTP; RTPR



General Ledger 105


G/L Account GroupGeneral Ledger Account Group is several G/L accounts combined for inquiry and reporting purposes. Entry is any alphanumeric combination of up to 10 characters. G/L Account Group must begin with an alpha character and cannot contain a hyphen (–) or front slash (/). An underbar (_) is recommended as a separator.

Where Used: G/L Account Group/No List; G/L Org/Acct Group List; GLAG; GLAT; GLAW; GLCA; GLCI; GLGQ; RTPR

G/L Account Group DescriptionGeneral Ledger Account Group Description identifies the G/L account combination in terms of its use. Entry is any alphanumeric combination of up to 70 characters.

Where Used: G/L Account Group/No List; GLAG; GLAT; GLAW; GLCA; GLCI

G/L Account NoGeneral Ledger Account Number is one of the two account structure elements included in the Master Account No. The combination of the organization and General Ledger Account Number is used to create the Master Account No during the account update process and for budgeting purposes. Entry is up to 10 numbers.

Where Used: G/L Account Group/No List; G/L Org/Acct Group List; GLAG; GLAT; GLAV; GLAW; GLCA; GLCI; GLGQ; GLTP; RTPR; Sales and COGS Account Numbers

G/L Account No DescriptionGeneral Ledger Account Number Description identifies the G/L account in terms of its use. When space is limited, a partial description is displayed. Entry is any alphanumeric combination of up to 70 characters.

Where Used: APRG; ARCJ; ARIR; ARRJ; BKCJ; CINV; G/L Account Group/No List; G/L Account No List; G/L Distribution (APSM Module); G/L Distribution (ARSM Module); G/L Distribution (CSHM Module); G/L Master Account Detail; G/L Master Account Recap; G/L Recurring/Template Trans Detail; G/L Transaction Detail; GLAG; GLAT; GLAU; GLAW; GLBL; GLBU; GLCA; GLCI; GLDQ; GLGQ; GLJD; GLJE; GLJI; GLJL; GLJP; GLJR; GLMA; RTEX; RTPR; Sales and COGS Account Numbers; WIPR

Last MaintLast Maintenance Date is the last date a change was made to a batch, organization, master account number, G/L account number or transaction amount.

Where Used: G/L Master Account Detail; G/L Recurring/Template Trans Detail; G/L Transaction Detail; GLAG; GLAT; GLAU; GLAW; GLDQ; GLJD; GLJE; GLJI; GLJL; GLJP; GLJR; GLOS; GLOT; GLOW; GLPC; GLSI; GLSS

Starting G/L Account Group/NoThe Starting field is used to request a list where the specified information appears first on the list. Starting entries may consist of a partial entry and if the entry is not in the list, the next highest entry appears first on the list. The Starting field can include one or more field combinations, each with its own entry requirements.

General Ledger 106



General Ledger 107

Fourth Shift Release 7.50 G/L Account Group/No List

G/L Account Group/No ListUse this window to select a G/L account group or G/L account number from the list of existing G/L account groups and numbers. The G/L Account Group/No List window displays the identification for each G/L account group or number and the corresponding description, account type and category type.

Features



There are no tabs or hyperlinks available for this screen.

Reports

G/L Account Group/No ListLists the G/L account groups and numbers currently defined.


Report TemplateThis report is not a template-based report.

FieldsAT





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General Ledger 109







General Ledger 110

Fourth Shift Release 7.50 GLAV – G/L Account/Organization Validation

GLAV – G/L Account/Organization ValidationUse this screen to identify the organizations that can be used or not used with specific G/L accounts. This allows you to control which areas of your business use specific types of accounts for transactions. This validation is used on each screen that permits entry of a master account number.

Before selecting the validation method, you should decide if you want to list all of the organizations that should not be allowed or want to list those that should be allowed (pick whichever list is shorter). Then select the validation method that applies. Finally, list the organizations that are to be allowed or not allowed.

Only one validation method is allowed per account.

Features




Reports

G/L Account/Organization Validation


GLOS (G/L Organization Structure) F8


GLMA (G/L Master Accounts) F10


G/L Account No List Account No ALT+F4

G/L Org No List Starting Org No Org No

ALT+F4


GLCA (G/L Chart of Accounts) Screen label: Account No

GLOS (G/L Organization Structure) Screen label: Org No

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Lists specific organizations which are either valid or invalid for this account number. The report and the screen have the same format.



Screen Reference

FormatThe GLAV screen has two sections: Account Identification and Organization Validation.

The Account Identification section defines the specific G/L account and related information. This section is also used to specify whether the screen will be used to specify a list valid or invalid organizations for this G/L account.

The Organization Validation section is used to define the organizations associated with this G/L account as either valid or invalid for this G/L account. If partial organizations are entered, all organizations which contain the portion entered are considered members of this validation group.

FieldsAccount No

General Ledger Account Number is one of the two account structure elements included in the Master Account No. The combination of the organization and General Ledger Account Number is used to create the Master Account No during the account update process and for budgeting purposes. Entry is up to 10 numbers.


AIActive or Inactive determines if the G/L organization corresponding to the master account is active or inactive. Active or Inactive codes are:

A = Active. G/L transactions can be posted to this G/L organization.

I = Inactive. G/L transactions cannot be posted to this G/L organization.

Where Used: G/L Account No List; G/L Master Account Detail; GLAV; GLCA; GLCI; RTPR

ATAccount Type identifies the nature of the account. Account Types are:

A = Asset

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L = LiabilityI = IncomeC = CapitalE = ExpenseV = Volume.






Consolid Org NoConsolidation Organization Number is the organization portion of the consolidation account used to combine the net activity of related business units to report financial position as one entity. Entry is up to 19 characters.

When the Considation Organization Number is updated at an organization level, the change will be applied to the same level part of the Considation Organization Numbers of all the subsidiary organization numbers underneath this organization level.

Where Used: GLAV; GLOS; GLOT; GLOW; RTPR






General Ledger 113


DescriptionOrganization Description identifies the organization portion of the Master Account No in terms of its use. Entry is any alphanumeric combination of up to 35 characters.

Where Used: G/L Distribution (APSM Module); G/L Distribution (ARSM Module); G/L Distribution (CSHM Module); G/L Master Account Detail; G/L Master Account Recap; G/L Org No List; G/L Organization Group/No List; G/L Recurring/Template Trans Detail; G/L Transaction Detail; GLAV; GLBL; GLDQ; GLGQ; GLJD; GLJE; GLJI; GLJP; GLJR; GLMA; GLOS; GLOT; GLOW; RTEX; RTPR; WIPR



Org NoOrganization Number is one of the two account structure elements included in the Master Account No. The combination of the Organization Number and G/L Account No is used to create the Master Account No during the account update process and for budgeting purposes. Entry is any alphanumeric combination of up to 19 characters.

Where Used: G/L Org No List; G/L Org/Acct Group List; G/L Organization Group/No List; GLAV; GLGQ; GLOS; GLOT; GLOW; RTPR

Starting Org NoThe Starting field is used to request a list where the specified information appears first on the list. Starting entries may consist of a partial entry and if the entry is not in the list, the next highest entry appears first on the list. The Starting field can include one or more field combinations, each with its own entry requirements.


General Ledger 114


User CodeUser Code is a user-defined description that can identify, for example, the person(s) responsible for maintenance of a master account or the account group. Entry is any alphanumeric combination of up to 6 characters for each of two positions.

Where Used: Foreign Cash Reference; GLAV; GLCA; GLCI; RTPR

Validation MethodValidation Method identifies the type of account/organization validation group defined. The Validation Method options include:

1 = Approved. The organizations included in this list are the only organizations that can be used with this G/L account.

2 = Disapproved. The organizations included in this list are the only organizations which cannot be used with this G/L account.

Default is blank. If other validation lists have been entered, Validation Method defaults to the value of the previous entry.

Where Used: GLAV

General Ledger 115

Fourth Shift Release 7.50 G/L Org No List

G/L Org No ListUse this window to view or select the organization portion of the master account number for a transaction. The G/L Org No List window displays all the fully defined organizations and corresponding descriptions currently in the system.

Features





FieldsAI

Active or Inactive determines if the G/L organization corresponding to the master account is active or inactive. Active or Inactive codes are:






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General Ledger 116


Master Account NoMaster Account Number is the identification of the account used to update the general ledger for a transaction and/or to establish budgets or plans. Entry is up to 20 alphanumeric characters.

Where Used: A/P Invoice Matching Detail; A/P Receiving Detail; ACCT; APRG; APVT; ARCJ; ARIR; ARRJ; ARTX; BKCJ; BKFT; CINV; CWIP; Foreign Cash Reference; G/L Account No List; G/L Distribution (APSM Module); G/L Distribution (ARSM Module); G/L Distribution (CSHM Module); G/L Master Account Detail; G/L Master Account Recap; G/L Org No List; G/L Recurring/Template Trans Detail; G/L Transaction Detail; G/L Year/Types List; GLAU; GLBL; GLBU; GLCO; GLDQ; GLGQ; GLJD; GLJE; GLJI; GLJL; GLJP; GLJR; GLMA; GLMQ; GLPC; GLTG; ICCR; Invoice Line Item Detail; IVIE; IVII; IVPR; IVRR; LRRP; PORI; PORV; WIPR

Organization DescriptionOrganization Description identifies the organization portion of the Master Account No in terms of its use. Entry is any alphanumeric combination of up to 35 characters.


Organization NoOrganization Number is one of the two account structure elements included in the Master Account No. The combination of the Organization Number and G/L Account No is used to create the Master Account No during the account update process and for budgeting purposes. Entry is any alphanumeric combination of up to 19 characters.


Starting Org NoThe Starting field is used to request a list where the specified information appears first on the list. Starting entries may consist of a partial entry and if the entry is not in the list, the next highest entry appears first on the list. The Starting field can include one or more field combinations, each with its own entry requirements.

Where Used: A/P 1099 Distribution; A/P Payment Application Detail; A/P Payment Void Detail; A/P Received Item List; A/P Receiving Detail; A/R Payment Application Detail; APAH; APDS; APEX; APID; APIE; APII; APIR; APIV; APPA; APPD; APPI; APPO; APTX; ARAH; ARCD; AREX; ARIC; ARIH; ARPD; ARPH; ARSR; BAMT; Bank Payment Approval; BILI; BILL; BKMT; Browse Setup (customer); Browse Setup (item); Browse Setup (vendor); CACF; CCAN; CCAT; CCEX; CCMT; CIMT; CMCF; CMTA; CMTI; CNFA; COAN; COMI; COMT; Contract Item Detail/Pricing; CORV; CPMT; CUID; CUII; CUSI; CUST; FCMT; FCST; G/L Account Group/No List; G/L Account No List; G/L Batch Detail; G/L Journal Entry List; G/L Master Account Recap; G/L Org No List; G/L Org/Acct Group List; G/L Organization Group/No List; G/L Report List; G/L Source Code List; GLAG; GLAV; GLBD; GLCA; GLCI; GLDQ; GLEX; GLGQ; GLJD; GLJE; GLJI; GLJP; GLJR; GLMA; Global Extended Text Selection; GLOS; GLRD; GLRL; GLSC; GLSI; GLSS; ITBI; ITCB; Item Master; Item Shortages; ITMB; ITMI; ITPB; ITPI; IVCO; IVIA; IVIE; IVII; IVRV; LMMT; Location Selection Setup; MCST;

General Ledger 117


MOAN; MOMI; MOMT; MORI; MORV; MPED; MPIT; MSMT; NMTA; OPSL; Orders on Shipment; ORST; Packaging Detail; PASS; PBCI; PBCT; PBMI; PBMT; PCMT; PCST; PICI; PICK; POAN; POAS; POCI; POCT; POMI; POMT; PORI; PORV; REDI; RTMT; RVED; SBOL; Selection Setup; Serial Number List; Serial Numbers Shipped; SHIP; Shipments by Line Item; SHPI; SSII; STAD; SUND; SUNR; SUPD; SUPR; TEXT; TXTA; VAT Summary (APSM Module); VATT; VEDI; VEID; VEND; VENI; Workcenter Master

General Ledger 118

Fourth Shift Release 7.50 G/L Account No List

G/L Account No ListUse this window to select a G/L account number to be used as part of a master account number for a transaction. The G/L Account No List window displays the identification for existing G/L account numbers and the corresponding description, account type and active/inactive indicator.

Features





FieldsAI

Active or Inactive determines if the G/L account corresponding to the master account is active or inactive. Active or Inactive codes are:

A = Active. Transactions can be posted to this account.

I = Inactive. Transactions cannot be posted to this account.



A = AssetL = LiabilityI = Income


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General Ledger 119


C = CapitalE = ExpenseV = Volume.








G/L Acct NoGeneral Ledger Account Number lists all G/L account numbers classified as either posted, memo or statistical accounts. All G/L account numbers listed are the same Category Type.

Where Used: G/L Account No List



General Ledger 120


Starting G/L Account NoThe Starting field is used to request a list where the specified information appears first on the list. Starting entries may consist of a partial entry and if the entry is not in the list, the next highest entry appears first on the list. The Starting field can include one or more field combinations, each with its own entry requirements.


General Ledger 121

Fourth Shift Release 7.50 GLBD – G/L Budget/Planning Type Definition

GLBD – G/L Budget/Planning Type DefinitionUse this screen to define budget and planning types for a fiscal year. A maximum of ten user-defined budget types and ten planning types can be set up per year. The GLBD screen allows you to enter a description, column headings and a protection indicator for each budget/planning type. The column headings are displayed on the GLBU (G/L Budget/Planning Update) screen for easy reference. Once you have set up the budget and planning types using the GLBD screen, you can use the GLBU screen to enter period activity and/or balances.

Note: Additional protection exists for planning types to prevent changes in one year from affecting future years. For example, you must protect the first year of a plan (Protect = Y) before you can protect the next year and subsequent years. This ensures the rolling ending/beginning balances are correct. Also, if you want to add a year prior to the first year of a plan, all future plan years must be unprotected first.

Features




Reports

G/L Budget/Planning Type DefinitionLists all the budget/planning types defined.




GLBR (G/L Budget Roll) F8

GLBL (G/L Budget List) F9

GLBU (G/L Budget/Planning Update) F10

General Ledger 122


FieldsBudget/Planning Type

Budget or Planning Type is an identifier for a set of fiscal year amounts entered for a master account. Budget or Planning Types can be used for prior, current and future fiscal years. Budget Type beginning balances are manually entered at the start of each new fiscal year for AT = A, L, C or B. Planning Type beginning balances are entered for the first year and are subsequently based on the ending balance of the previous year. Budget or Planning Types are:

B0-B9 = Budget. Maximum of 10 defined per fiscal year.

P0-P9 = Planning. Maximum of 10 defined per fiscal year.

AA = Actual. One automatically defined per fiscal year.

Where Used: GLBD; GLBL

Budget/Planning Type DescriptionBudget or Planning Type Description defines the Budget or Planning Type in terms of its intended use. Entry is any alphanumeric combination of up to 35 characters.

Where Used: G/L Year/Types List; GLBD

Column HeadingColumn Heading is the user-defined label for a Budget or Planning Type. A Column Heading is displayed when the specific Budget or Planning Type is identified. Column Heading 1 is displayed above Column Heading 2. Entry is any alphanumeric combination of up to 10 characters.

Where Used: GLBD

Fiscal YearFiscal Year is the time period used to determine the budgeting and accounting periods. Entry is 4 numbers.

Where Used: Fiscal Calendar Maintenance; GLBD; GLBL; Inventory Adjustment Application



General Ledger 123


ProtectProtect indicates whether a budget/planning type can be maintained after initial entry.

Y = Yes. Protect this budget/plan after initial entry.

N = No. Allow maintenance on this budget/plan.

Default is N.


Starting Fiscal YearThe Starting field is used to request a list where the specified information appears first on the list. Starting entries may consist of a partial entry and if the entry is not in the list, the next highest entry appears first on the list. The Starting field can include one or more field combinations, each with its own entry requirements.


General Ledger 124

Fourth Shift Release 7.50 GLBU – G/L Budget/Planning Update

GLBU – G/L Budget/Planning UpdateUse this screen to maintain budgeting and planning data for a master account. There are ten user-defined budget and ten planning types available for each fiscal year. Budget/planning types are defined using the GLBD (G/L Budget/Planning Type Definition) screen. Several budgets/plans can be displayed on the GLBU screen at one time, including actual data. Budget/planning data can be entered using an annual, quarter or period method to distribute amounts. Also use the GLBU screen to delete a budget/plan for a master account.

Features






GLBR (G/L Budget Roll) F8

GLBL (G/L Budget List) F9

GLBD (G/L Budget/Planning Type Definition) F10


G/L Account No List Master Account No ALT+F4

G/L Org No List Master Account No ALT+F4

G/L Year/Types List Year/Types ALT+F4


GLMA (G/L Master Accounts) Screen label: Account No

General Ledger 125


Screen Reference

Before You BeginThe number of accounting periods listed for a budget/plan is based on the Number of Periods and Budget Period 13 fields on the GLCF screen. When Number of Periods = 13 and Budget Period 13 = Y, 13 accounting periods are listed.

Note: When Number of Periods = 13 is changed to Number of Periods = 12 on the GLCF screen, any existing information is totaled and displayed in Acctg Period = 12 on the GLBU screen.

The combination of Budget/Planning Type and Fiscal Year must be defined on the GLBD screen. Actual data (Type = AA) is automatically calculated for each year and does not need to be defined on the GLBD screen. Actual data is inquiry-only on the GLBU screen.

Budget/planning data entry depends on the account type of the master account.

• When AT (account type) = A, L, C or B, a beginning and an expected balance are entered for each period. When the Distrib Method = Q or A, the balances entered for the quarters or year are duplicated for the corresponding accounting periods.

• When AT = I, E or V, expected net activity is entered for each period. The beginning balance is initialized as zero and cannot be entered. When the Distrib Method = A, the balances entered for the year are distributed evenly between the accounting periods. Any remaining amount is added to the last period. When the Distrib Method = Q, the balances entered for the quarter are distributed evenly between the three accounting periods in the quarter. Any remaining amount is added to the third period in the quarter.

The Beg Bal (beginning balance) entry, for AT = A, L, C or B, depends on the Budget/Planning Type. Each budget/plan is identified by the combination of Budget/Planning Type and Fiscal Year as defined on the GLBD screen.

• For a particular budget (B0 for example), the Beg Bal is entered at the beginning of each fiscal year. For example, the Beg Bal for B0-1991, B0-1992 and so on are entered manually.

• For a particular plan (P0 for example) the Beg Bal is initially established for the first fiscal year and then rolled forward to each consecutive fiscal year based on the End Bal. For example, the Beg Bal for P0-1991 is entered manually and then the Beg Bal for P0-1992 is set automatically based on the End Bal of P0-1991. If P0-1994 is defined, but P0-1993 is undefined, the Beg Bal for P0-1994 is not set automatically because the consecutive year requirement does not exist.

Additional protection exists for planning types to prevent changes in one year from affecting future years of a plan that have been protected using Protect = Y. For example, you must protect the first year of a plan before you can protect the next year and subsequent years. This ensures the rolling ending/beginning balances are correct. Also, if you want to add a year prior to the first year of a plan, all future plan years must be unprotected first.

A budget/planning amount is entered as a positive, whole number and is assumed to correspond to the master account’s normal balance. Use a trailing hyphen to indicate the amount is opposite of a master account’s normal balance (a credit balance for an asset account, for example).

General Ledger 126


FieldsAcctg Period

Accounting Period is the period and year based on the transaction date. Entry is 2 numbers representing the period and 2 numbers identifying the last 2 digits of the fiscal year (1980 to 2079).

Where Used: A/P Invoice Matching Detail; A/P Invoices by PO/Seqn; Accrual Basis Period Detail; APCP; APCV; APCW; APDS; APID; APIE; APII; APPA; APPD; APPO; ARCD; ARCP; ARCR; ARPD; BKBL; BKCB; BKCJ; BKFT; BKRC; BKTR; Cash Basis Period Detail; Cash Set Selection; Cash Set Selection Setup; CSCP; CSPG; G/L Distribution (APSM Module); G/L Distribution (ARSM Module); G/L Distribution (CSHM Module); G/L Transaction Detail; GLAU; GLBU; GLCO; GLDQ; GLHP; GLJD; GLJE; GLJI; GLJL; GLMQ; GLPC; GLSI; GLSS; GLTG; Inventory History List; Invoice Header Detail; Invoice Line Item Detail; Item History; ITHC; ITHR; IVIE; IVII; SUND; SUNR; SUPD; SUPR






Beg BalBeginning Balance is based on actual, budget or planning activity for a master account.

• Actual. Beginning Balance is the balance as of the last posted date before the beginning of the selected accounting period. Beginning Balance is system-calculated.

• Budget. Beginning Balance is the balance before the first accounting period of a fiscal year. Beginning Balance is manually entered for AT = A, L, C or B.

• Plan. Beginning Balance is the balance before the first accounting period of a planning year. Beginning Balance is manually entered for the first year for AT = A, L, C or B and is subsequently based on the ending balance of the previous year.

Where Used: GLBU; GLTG

General Ledger 127







Distrib MethodDistribution Method indicates the method for distributing amounts across accounting periods for a Budget or Planning Type.

A = Annual. Entry required for Total Yr field. The amount is spread evenly between the periods.

Q = Quarter. Entry required for periods 3, 6, 9 and 12. The amount is spread evenly between the input period and the previous two periods. If a 13th period is defined, it is assumed to be for adjustments only.

P = Period. Entry required in all periods.

Where Used: GLBU

End BalEnding Balance is based on actual, budget or planning activity for a master account. Ending Balance is system-calculated.

• Actual. Ending Balance is the balance after period-end close.

• Budget. Ending Balance is the balance after the last accounting period of a fiscal year.

• Plan. Ending Balance is the balance after the last accounting period of a planning year. The Ending Balance for a plan becomes the Beg Balance for the same plan for the next year.


End DatesFiscal Year End Dates define the last day of each accounting period for the fiscal year.

Where Used: GLBU; GLCF

General Ledger 128






Last RvsdLast Revised is the last date changes were made to a budget or plan.

Where Used: GLBU



Period Amount 1-13Period Amount 1-13 is the budget/plan amount for the specified period. Budget/plan amounts are distributed based on AT (account type) and distribution method.

Where Used: GLBL; GLBU

Total YearTotal Year is the total amount planned or budgeted for the Budget or Planning Type for the fiscal year. When Distrib Method = Q or P, Total Year is calculated. When Distrib Method = A, entry is up to 999,999,999.

Where Used: GLBU

General Ledger 129


Year/TypesYear/Types identifies the budget and planning types to compare or maintain for the specified fiscal year. Budget/Planning Types, other than actuals, must be previously defined before comparisons or updates can occur. Year is the last two digits of the fiscal year. Types are:




Where Used: G/L Year/Types List; GLBU

General Ledger 130

Fourth Shift Release 7.50 G/L Year/Types List

G/L Year/Types ListUse this window to select a year/type from all existing year/type combinations defined for the master account. Year/type combinations identify budget/planning types previously defined for the fiscal year. The G/L Year/Types List window can also be used to delete year/types defined for the master account.

When you first open the G/L Year/Type List window, the year/types defined for the master account are automatically displayed. Scroll through the year/types list. A message appears when you attempt to scroll beyond the end of the list.

Features





FieldsDescription

Budget or Planning Type Description defines the Budget or Planning Type in terms of its intended use. Entry is any alphanumeric combination of up to 35 characters.





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General Ledger 131

Fourth Shift Release 7.50 G/L Year/Types List



ProtectProtect indicates whether a budget/planning type can be maintained after initial entry.

Y = Yes. Protect this budget/plan after initial entry.

N = No. Allow maintenance on this budget/plan.

Default is N.


Year/TypesYear/Types identifies the budget and planning types to compare or maintain for the specified fiscal year. Budget/Planning Types, other than actuals, must be previously defined before comparisons or updates can occur. Year is the last two digits of the fiscal year. Types are:




Where Used: G/L Year/Types List; GLBU

General Ledger 132

Fourth Shift Release 7.50 GLCA – G/L Chart of Accounts

GLCA – G/L Chart of AccountsUsing the G/L Chart of Accounts screen, you assign the number, description, account type, category type, active/inactive code and consolidation G/L account number for each G/L account. Optional user code information for each G/L account number can also be added. G/L account groups are displayed for reference only and are maintained using the GLAG (G/L Account Group) screen.

Two versions of this screen are available: one for maintenance and one for inquiry use only. The information displayed is the same, only the ability to change the information changes depending on the screen you access.

• The GLCA (G/L Chart of Accounts) screen allows you to view and update G/L account information.

• The GLCI (G/L Chart of Accounts Inquiry) screen only allows you to view this information.

See "Entry and Inquiry Screens" under "Screen Types" in the Using Fourth Shift section of the Fourth Shift Basics manual for more information.

Features



Reports

G/L Chart of AccountsLists information for an G/L account number range.

Access MethodTo generate the report, choose Print or Print Preview from the File menu. The Report screen appears before the report is generated, allowing you to select a range of data for the report. For


GLAG (G/L Account Group) F8


GLJE (G/L Journal Entry) F10

G/L Account Attributes ALT+F8


G/L Account Attributes Tab at top of screen

General Ledger 133


more information on reporting in general, see "Printing and Reporting" in the Fourth Shift Basics manual.


Screen Reference











Element Description


combination of an organization identifier and a G/L account number; used for posting amounts or statistical information to G/L and for budgets/plans

Organization portion of a master account number;start with a number—remainder alphanumeric

Organization Group combination of a number of organizations; start with a letter—remainder alphanumeric; for inquiries and reports


Account Group combination of a number of G/L accounts; start with a letter—remainder alphanumeric; for inquiries and reports


Master Account Number GLCF Master Account Number Mask (used as basis for system-generated master account num-ber)


General Ledger 134


Defining the G/L Account NumberFourth Shift is shipped with a predefined Chart of Accounts. See Sample Chart of Accounts in the Setting Up the General Ledger Module section for reference. Modify this Chart of Accounts to fit your business needs.

Note: G/L account numbers are used throughout the system. These G/L account numbers must be on the Chart of Accounts for Fourth Shift to function properly. It is recommended that you check this list whenever you are changing or deleting G/L account numbers.

The Master Account Number is the combination of two elements of the account structure: fully defined organization and G/L account number. The system uses the Master Account Number during the account update process and for establishing budgets or plans. The G/L account number portion of the Master Account Number is entered using the GLCA screen. The Master Account Number Mask, entered using the GLCF (G/L Configuration) screen, defines how many numbers to enter for each G/L account number.

FieldsAI

Active or Inactive determines if a G/L account corresponding to the master account is active or inactive. Active or Inactive codes are:

A = Active. Transactions can be posted to this account.

I = Inactive. Transactions cannot be posted to this account.





B = Balance.





General Ledger 135

















General Ledger 136









General Ledger 137



General Ledger 138

Fourth Shift Release 7.50 G/L Account Attributes

General Ledger 139

G/L Account AttributesUse this window to record reference information about specific G/L accounts. Currency code information used when entering foreign cash reference transactions can also be entered if you are using a multi-currency system.

Features




FieldsCurr Code

G/L Currency Code identifies the currency used in transactions for the specified G/L account number. Entry is an alphanumeric combination of up to 5 characters. Available characters include alphabetic letters (A-Z), numbers (0-9) and the hyphen character (-).

Where Used: G/L Account Attributes

User CodeUser Code is a user-defined description that can identify, for example, the person(s) responsible for maintenance of a master account or the account group. Entry is 1 alphanumeric character in User Codes 3 through 12. Entry is up to 3 alphanumeric characters in User Code 13. Entry is up to 4 alphanumeric characters in User Code 14 of ten positions. Entry is up to 10 alphanumeric characters in User Code 15.

Where Used: G/L Account Attributes


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Return Tab at top of screen

Fourth Shift Release 7.50 GLAT – G/L Account Top Down Inquiry

GLAT – G/L Account Top Down InquiryUse this screen to view all related direct and indirect members of an account group. Account group memberships are displayed in an indented level format which permits you to see each account/group and its level in relation to the identified account group. Multi-level account group memberships are formed automatically by the system using the information you entered when constructing account groups on the GLAG (G/L Account Group) screen.

Features




Reports

G/L Account Top Down InquiryPrints a multi-level membership list for a range of account groups.




GLAW (G/L Account Where Used Inquiry) F9




G/L Account Group ALT+F4


GLCA (G/L Chart of Accounts) Screen label: Group/no

General Ledger 140



FieldsAcct Count

Account Count specifies the number of members in the multi-level G/L account inquiry list.

Where Used: GLAT












General Ledger 141














General Ledger 142



LevelOrganization/Account Level indicates the position of an organization or G/L account in relation to the higher-level organization or G/L account specified.

Where Used: GLAT; GLAW; GLOT; GLOW; RTPR

General Ledger 143

Fourth Shift Release 7.50 GLAW – G/L Account Where Used Inquiry

GLAW – G/L Account Where Used InquiryUse this screen to view the related direct and indirect account groups of which a specific account/group is a member. The GLAW screen provides a single- or multi-level look at an account/group’s membership in all higher account group levels. Multi-level account group memberships are formed automatically by the system using the information you entered when constructing account groups on the GLAG (G/L Account Group) screen. Use the GLAW screen to analyze the effects of a pending account change.

Features




Reports

G/L Account Where Used InquiryPrints a single- or multi-level list of account groups to which a range of accounts/groups belong.





GLAT (G/L Account Top Down Inquiry) F10



G/L Account Group/No ALT+F4


GLAG (G/L Account Group) Screen label: Group

General Ledger 144



FieldsAT













General Ledger 145














General Ledger 146




OptionOption indicates whether to view a single-level or multi-level where-used list for the G/L account or organization specified. Options are:

S = Single-levelM = Multi-level

Where Used: GLAW; GLOW

General Ledger 147

Fourth Shift Release 7.50 GLDQ – G/L Detail Account Inquiry

GLDQ – G/L Detail Account InquiryUse this screen to review posted or unposted batches for a specific master account and accounting period. Prior, current and future period batches can be displayed. When posted batches are displayed, the totals for the master account tie to the general ledger for the accounting period. When unposted batches are displayed, totals do not tie to the general ledger since the batches have not yet been posted. Open the G/L Batch Detail window to view transaction detail for each of the batches listed.

Features




Reports

G/L Detail Account Inquiry


GLSS (G/L Batch Submission Status) F8

GLMA (G/L Master Accounts) F9





G/L Batch Detail Scrolling Lines section ALT+F4


G/L Batch Detail Tab at top of screen

GLJE (G/L Journal Entry) Next Step button

GLMA (G/L Master Accounts) Screen label: Master Account No

GLJE (G/L Journal Entry) Screen label: No

General Ledger 148


Lists the detailed activity for a selected master account.



Screen Reference

FormatThe GLDQ screen has two sections: Master Account Balance and Batch Summary.

The Master Account Balance section displays master account information for the requested accounting period detailing either posted or unposted batches. The Master Account Balance section displays the account type, last posted date, total debits, total credits, total net activity and corresponding descriptions for the specified master account. The beginning and ending balances are also provided.

The Batch Summary section lists the batches containing debit or credit entries against the specified master account and accounting period. The Batch Summary section displays the last maintenance date for the batch, batch source code, number, type, status, journal entry number, total debits, total credits and net activity for the batch. The batch description is displayed at the bottom of the screen for the current batch.

FieldsAcctg Period




A = AssetL = LiabilityI = Income

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C = CapitalE = ExpenseV = Volume.




Batch DescriptionBatch Description defines a batch in terms of its use. The Batch Description for reversal batches is system-generated indicating the original batch number and cannot be changed. Entry is any alphanumeric combination of up to 35 characters.

Where Used: G/L Source Code List; G/L Transaction Detail; GLAU; GLDQ; GLEX; GLHP; GLJD; GLJE; GLJI; GLJL; GLJP; GLMQ; GLPC; GLSC; GLSI; GLSS; GLTG

Batch NoBatch Number is a system-assigned, sequential identifier for a set of transactions. A new Batch Number is assigned for each unique set of transactions. Entry is 6 numbers.

Where Used: G/L Batch Detail; G/L Distribution (APSM Module); G/L Distribution (ARSM Module); G/L Distribution (CSHM Module); G/L Transaction Detail; GLAU; GLDQ; GLHP; GLJD; GLJE; GLJI; GLJL; GLJP; GLMQ; GLPC; GLSI; GLSS; GLTG; IVPR; IVRR

Batch StatBatch Status indicates the current position of the batch within the account update process. Batch Statuses are:

A = Active. Created and maintained before being submitted for posting. Can be changed to S or H.

S = Submitted. Balanced and ready for posting. Submitted batches can still be maintained. Can be changed to A or H.

P = Posted. Master accounts are updated. No further changes allowed.

D = Deleted. No transaction detail exists and batch header information retained on-line for audit trail.

E = In error. Posting or memo batch out of balance. Cannot be submitted until balanced. Changes automatically to A for corrections.

H = Hold. On hold and does not post until Batch Status = S. Can be changed to A or S.

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Where Used: G/L Source Code List; G/L Transaction Detail; GLAU; GLDQ; GLJD; GLJE; GLJI; GLJL; GLJP; GLPC; GLSC; GLSI; GLSS

Batch TypeBatch Type indicates the type of transactions and corresponds to the account category type (CT). Batch Types are:

N = Normal. Manual transactions used to update the general ledger; CT = P (posted).

M = Memo. Manual transactions used to allocate costs such as depreciation for reporting purposes; CT = M (memo).

S = Statistical. Manual transactions used for tracking information such as headcount, square footage or throughput; CT = S (statistical).

A = Automated. Transactions created automatically by accounts receivable, accounts payable or invoice processing; CT = P (posted).

C = Communication. Transactions created by internal manufacturing or external systems; CT = P (posted).

L = Allocation. Transactions created for distributing costs; CT = P (posted) or CT = M (memo).

Reversal batches are indicated by a batch subtype (R) displayed after the original batch type.

Where Used: G/L Transaction Detail; GLAU; GLDQ; GLJD; GLJE; GLJI; GLJL; GLJP; GLPC; GLSI; GLSS

CreditsCredits is the total value of credit entries impacting a master account for a specific batch. Entry is up to 999,999,999.99.

Where Used: BKCJ; G/L Master Account Recap; GLDQ

Current BalanceCurrent Balance is the Prior Period Balance plus the Net Activity for the period.

Where Used: GLDQ

DebitsDebits is the total value of debit entries impacting a master account for a specific batch. Entry is up to 999,999,999.99.


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JE NoJournal Entry Number is the identifier for a unique set of transactions. A journal entry number is not system-maintained and is for reference only.

AUT = System-assigned when Batch Type = ACOM = System-assigned when Batch Type = CALC = System-assigned when Batch Type = LUser-defined = Required for manual batches Batch Type = M, N or S

Entry is any alphanumeric combination of up to 3 characters.

Where Used: G/L Journal Entry List; G/L Recurring/Template Trans Detail; G/L Transaction Detail; GLAU; GLDQ; GLJD; GLJE; GLJI; GLJL; GLJP; GLJR; GLPC; GLSI; GLSS; GLTG



Last PostedLast Posted is the last date journal entries were posted to the general ledger for this master account. No date is displayed when the master account has been created for budgets/plans and no journal entries have been posted to the master account.

Where Used: G/L Master Account Detail; GLDQ; GLGQ; GLMA; GLTG

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Net ActivityNet Activity is the total activity for a period, batch or consolidation account. Entry is up to 999,999,999.99.

Where Used: G/L Master Account Recap; GLCO; GLDQ; GLTG



Period End BalancePeriod End Balance is the Prior Period Balance plus the Net Activity for the period, as of the last account update process.

Where Used: GLDQ

Posted/UnpostedPosted or Unposted specifies which type of batches to view. Entry options include:

P = Posted. View posted batches only.

U = Unposted. View unposted batches only.

Default is P.

Where Used: GLDQ

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Prior Period BalancePrior Period Balance is the balance of the master account at the end of the previous accounting period after period-end close.

Where Used: G/L Master Account Detail; GLDQ; GLMA

Sort OptionSort Option specifies the list sequence. Each option sorts the list in ascending order. Sort Options are:

B = Batch numberS = Source code

Default is S. Only posted batches may be sorted by batch number.

Where Used: GLDQ

Source CodeBatch Source Code is the identifier used to group transactions together for processing. Transactions are added to an existing batch if a matching batch is available. Otherwise a new batch is created. Entry is any alphanumeric combination of up to 6 characters.

Where Used: G/L Batch Detail; G/L Distribution (APSM Module); G/L Distribution (ARSM Module); G/L Distribution (CSHM Module); G/L Source Code List; G/L Transaction Detail; GLAU; GLDQ; GLEX; GLHP; GLJD; GLJE; GLJI; GLJL; GLJP; GLMQ; GLPC; GLSC; GLSI; GLSS; GLTG; IVPR; IVRR

Starting Batch No/Source CodeThe Starting field is used to request a list where the specified information appears first on the list. Starting entries may consist of a partial entry and if the entry is not in the list, the next highest entry appears first on the list. The Starting field can include one or more field combinations, each with its own entry requirements.


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Total Credits per SelectionTotal Credits per Selection identifies the cumulative credits for the master account during the accounting period. If unposted batches are displayed, the Total Credits per Selection identifies the total unposted credits for the master account for the selected period. If posted batches are displayed, Total Credits per Selection ties to the general ledger for the master account for the selected period.

Where Used: GLDQ

Total Debits per SelectionTotal Debits per Selection identifies the cumulative debits for the master account during the accounting period. If unposted batches are displayed, the Total Debits per Selection identifies the total unposted debits for the master account for the selected period. If posted batches are displayed, Total Debits per Selection ties to the general ledger for the master account for the selected period.

Where Used: GLDQ

Total Net Activity per SelectionTotal Net Activity per Selection identifies the cumulative debits less credits for the master account during the accounting period. If unposted batches are displayed, the Total Net Activity per Selection identifies the total unposted debits less total credits for the master account for the selected period. If posted batches are displayed, Total Net Activity per Selection ties to the general ledger for the master account for the selected period.

Where Used: GLDQ

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Fourth Shift Release 7.50 G/L Batch Detail

G/L Batch DetailUse this window to view the individual transactions associated with the debits and credits listed for each batch on the G/L Detail Account Inquiry screen. The G/L Batch Detail window displays each transaction, including the sequence number, transaction date, code, user id, description and amount.

Features



Reports

G/L Batch DetailLists G/L account and batch information including transactions. The report combines the information displayed on the GLDQ screen and G/L Batch Detail window.



FieldsBatch No

Batch Number is a system-assigned, sequential identifier for a set of transactions. A new Batch Number is assigned for each unique set of transactions. Entry is 6 numbers.


Previous screen ESC


G/L Detail Account Inquiry Tab at top of screen

GLJE (G/L Journal Entry) Screen label: Batch No

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Seqn NoSequence Number identifies the order in which a transaction is carried within a batch. Duplicate Sequence Numbers within a batch are not allowed. Entry is up to 4 numbers.

Where Used: EXRU; Foreign Cash Reference; G/L Batch Detail; G/L Distribution (APSM Module); G/L Distribution (ARSM Module); G/L Distribution (CSHM Module); G/L Recurring/Template Trans Detail; G/L Transaction Detail; GLAU; GLJD; GLJE; GLJI; GLJL; GLJP; GLJR; GLMQ; GLTG



Starting Seqn NoThe Starting field is used to request a list where the specified information appears first on the list. Starting entries may consist of a partial entry and if the entry is not in the list, the next highest entry appears first on the list. The Starting field can include one or more field combinations, each with its own entry requirements.

Where Used: A/P 1099 Distribution; A/P Payment Application Detail; A/P Payment Void Detail; A/P Received Item List; A/P Receiving Detail; A/R Payment Application Detail; APAH; APDS; APEX; APID; APIE; APII; APIR; APIV; APPA; APPD; APPI; APPO; APTX; ARAH; ARCD; AREX; ARIC; ARIH; ARPD; ARPH; ARSR; BAMT; Bank Payment Approval; BILI; BILL; BKMT; Browse Setup (customer); Browse Setup (item); Browse Setup (vendor); CACF; CCAN; CCAT; CCEX; CCMT; CIMT; CMCF; CMTA; CMTI; CNFA; COAN; COMI; COMT; Contract Item Detail/Pricing; CORV; CPMT; CUID; CUII; CUSI; CUST; FCMT; FCST; G/L Account Group/No List; G/L Account No List; G/L Batch Detail; G/L Journal Entry List; G/L Master Account Recap; G/L Org No List; G/L Org/Acct Group List; G/L Organization Group/No List; G/L Report List; G/L Source Code List; GLAG; GLAV; GLBD; GLCA; GLCI; GLDQ; GLEX; GLGQ; GLJD; GLJE; GLJI; GLJP; GLJR; GLMA; Global Extended Text Selection; GLOS; GLRD; GLRL; GLSC; GLSI; GLSS; ITBI; ITCB; Item Master; Item Shortages; ITMB; ITMI; ITPB; ITPI; IVCO; IVIA; IVIE; IVII; IVRV; LMMT; Location Selection Setup; MCST; MOAN; MOMI; MOMT; MORI; MORV; MPED; MPIT; MSMT; NMTA; OPSL; Orders on Shipment; ORST; Packaging Detail; PASS; PBCI; PBCT; PBMI; PBMT; PCMT; PCST; PICI;

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PICK; POAN; POAS; POCI; POCT; POMI; POMT; PORI; PORV; REDI; RTMT; RVED; SBOL; Selection Setup; Serial Number List; Serial Numbers Shipped; SHIP; Shipments by Line Item; SHPI; SSII; STAD; SUND; SUNR; SUPD; SUPR; TEXT; TXTA; VAT Summary (APSM Module); VATT; VEDI; VEID; VEND; VENI; Workcenter Master

Trans AmountTransaction Amount is the total value of the transaction. Entry is up to 999,999,999.99.

Where Used: G/L Batch Detail; GLAU; GLEX; GLMQ

Trans CodeTransaction Code identifies the internal (Fourth Shift) or external (non-Fourth Shift) source of a general ledger transaction. Entry is any alphanumeric combination of up to 6 characters.

Where Used: AREX; G/L Batch Detail; GLEX; GLSC; GLTG

Trans DateTransaction Date is the date the Seqn No for the batch was created or modified.

Where Used: APEX; G/L Batch Detail; G/L Distribution (APSM Module); G/L Distribution (CSHM Module); GLAU; GLEX; GLJD; GLJE; GLJI; GLJL; GLJP; GLTG

Trans DescriptionTransaction Description is an explanation of a transaction. When space is limited, a partial description is displayed. Entry is any alphanumeric combination of up to 70 characters.

Where Used: Foreign Cash Reference; G/L Batch Detail; G/L Recurring/Template Trans Detail; G/L Transaction Detail; GLAU; GLEX; GLJD; GLJE; GLJI; GLJL; GLJP; GLJR; GLTG

User IdUser Identification is your identification as entered to sign onto the system. Entry is any alphanumeric combination of up to 4 characters.

Where Used: BEXE; Fourth Shift Sign-On; G/L Batch Detail; G/L Recurring/Template Trans Detail; G/L Transaction Detail; GLAU; GLJL; GLPC; PASS; Routing Template Administration; TRUD

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Fourth Shift Release 7.50 GLGQ – G/L Current Period Group Inquiry

GLGQ – G/L Current Period Group InquiryUse this screen to combine organizations/accounts used to review current period activity. The master accounts associated with the organization/account combination are used to calculate current period activity. Calculation frequency is based on a Group Type and can be performed during the account update process automatically, or on-demand, as well as online.

Features




Reports

G/L Current Period Group Inquiry (single organization/group)




GLDQ (G/L Detail Account Inquiry) F10


G/L Org/Acct Group List Org Group/NoAcct Group/No

ALT+F4


GLDQ (G/L Detail Account Inquiry) Next Step button

GLAG (G/L Account Group) Screen label: Acct Group/No

GLCA (G/L Chart of Accounts) Screen label: Acct Group/No


GLOS (G/L Organization Structure) Screen label: Org Group/No

GLMA (G/L Master Accounts) Screen label: Starting Master Account No

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Lists activity for the organization/account combination.



Screen Reference

Defining CombinationsOrganization/account combinations are used exclusively on the GLGQ screen. The group of master accounts associated with the organization/account combination are used to calculate activity. If a master account number is entered (fully defined organization and G/L account number), no members are identified for the group.

Note: If the account number portion of the group has more than 1400 members, the time required for calculating net activity is significantly increased.

The frequency of calculating activity is specified by the Group Type field.

• When the Group Type = P (perpetual), activity is calculated automatically by the GLAU (G/L Account Update) task during the account update process. In this way, the Last Posted date of the group and the activity calculation date are always the same. Activity is always current and no calculation is necessary on the GLGQ screen.

• When the Group Type is a user-defined code, activity is calculated on-demand by the GLAU task or online using the GLGQ screen. When activity is not calculated as part of the account update process, the Last Posted date of the group and the activity calculation date are not the same. Activity is not current and you are prompted for calculation on the GLGQ screen.

The need for activity calculations on the GLGQ screen is also prompted by:

• the addition of a group

• a change to the organization portion of a group

• a change to the account number portion of a group

No information is displayed if net activity is not current. The performance tradeoffs of speed versus timely data must be considered when setting up the Group Type field.

• When activity is updated by the GLAU task, the account update process takes longer, but the interruption to normal business operations is minimized. Groups reflect activity up until that point in time.

• When activity is updated on the GLGQ screen, the data is current, but the interruption to normal business operations could be significant.

FormatThe GLGQ screen has two sections: Group Identification and Group Members.

The Group Identification section displays current period activity for the requested organization/account. The Group Identification section includes the group type, current period debits, credits,

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net activity and current period balance as of the Last Posted date. Use the Group Identification section to add, change and delete groups.

The Group Members section lists the current period debits, credits, net activity and balance for each master account in the group as of the Last Posted date.

FieldsAcct

General Ledger Account Number Description identifies the G/L account in terms of its use. When space is limited, a partial description is displayed. Entry is any alphanumeric combination of up to 70 characters.


Acct GroupGeneral Ledger Account Group is several G/L accounts combined for inquiry and reporting purposes. Entry is any alphanumeric combination of up to 10 characters. G/L Account Group must begin with an alpha character and cannot contain a hyphen (–) or front slash (/). An underbar (_) is recommended as a separator.


Acct NoGeneral Ledger Account Number is one of the two account structure elements included in the Master Account No. The combination of the organization and General Ledger Account Number is used to create the Master Account No during the account update process and for budgeting purposes. Entry is up to 10 numbers.


Current PeriodCurrent Period is the period and year after the last period close. Current Period is initially set and automatically maintained. Entry is 2 numbers representing the period and 2 numbers identifying the last 2 digits of the fiscal year (1980 to 2079). The field order depends on the date and number format selected for your system.

Where Used: GLCF; GLGQ; GLMA; GLSI; GLSS

Current Period BalanceCurrent Period Balance is the beginning balance +/– Current Period Net Activity for the master account or group this period as of the last account update process.

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Where Used: G/L Master Account Detail; G/L Org/Acct Group List; GLAU; GLGQ; GLMA; RTEX

Current Period CreditsCurrent Period Credits is the total value of credits posted to the master account this period as of the last account update process.

Where Used: G/L Master Account Detail; GLGQ; GLMA; RTEX

Current Period DebitsCurrent Period Debits is the total value of debits posted to the master account this period as of the last account update process.


Current Period Net ActivityCurrent Period Net Activity is:

Current Period Debits - Current Period Credits

for the master account or group this period as of the last account update process.

Where Used: G/L Master Account Detail; G/L Org/Acct Group List; GLGQ; GLMA; RTEX



Group TypeGroup Type is used to update activity for organization and account combinations. A perpetual group type includes activity that is automatically updated during each account update process and may require extra processing time. A user-defined group type can include activity that is updated when an inquiry is requested or during account update processing, such as Group Type = Q could update activity quarterly. Entry options include:

P = PerpetualA = User definedB = User definedC = User definedD = User definedE = User definedF = User definedG = User definedH = User definedI = User definedJ = User defined

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K = User definedL = User defineM = User definedN = User definedO = User definedQ = User definedR = User definedS = User definedT = User definedU = User definedV = User definedW = User definedX = User definedY = User definedZ = User defined

Where Used: G/L Org/Acct Group List; GLGQ





OrgOrganization Description identifies the organization portion of the Master Account No in terms of its use. Entry is any alphanumeric combination of up to 35 characters.


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Org GroupOrganization Group is several organizations combined for inquiry and reporting purposes. Entry is any alphanumeric combination of up to 20 characters.

Where Used: G/L Org/Acct Group List; G/L Organization Group/No List; GLGQ; GLOS; GLOT; GLOW; RTPR



Starting Master Account NoThe Starting field is used to request a list where the specified information appears first on the list. Starting entries may consist of a partial entry and if the entry is not in the list, the next highest entry appears first on the list. The Starting field can include one or more field combinations, each with its own entry requirements.


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Fourth Shift Release 7.50 G/L Org/Acct Group List

G/L Org/Acct Group ListUse this window to select organization/account combinations currently defined. Combinations can be sequenced by organization, account or group type. The G/L Org/Acct Group List window displays the current period net activity, group type and maintenance information for each combination. The G/L Org/Acct Group List window can also be used to delete combinations.

Features




Reports

G/L Current Period Group Inquiry (multiple organization/groups)Lists all the organization/account combinations currently defined.



FieldsAcct Group

General Ledger Account Group is several G/L accounts combined for inquiry and reporting purposes. Entry is any alphanumeric combination of up to 10 characters. G/L Account Group must begin with an alpha character and cannot contain a hyphen (–) or front slash (/). An underbar (_) is recommended as a separator.



Previous screen ESC

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Acct NoGeneral Ledger Account Number is one of the two account structure elements included in the Master Account No. The combination of the organization and General Ledger Account Number is used to create the Master Account No during the account update process and for budgeting purposes. Entry is up to 10 numbers.


Current Period BalanceCurrent Period Balance is the beginning balance +/– Current Period Net Activity for the master account or group this period as of the last account update process.








GTGroup Type is used to update activity for organization and account combinations. A perpetual group type includes activity that is automatically updated during each account update process and may require extra processing time. A user-defined group type can include activity that is updated when an inquiry is requested or during account update processing, such as Group Type = Q could update activity quarterly. Entry options include:

P = PerpetualA = User definedB = User definedC = User definedD = User definedE = User definedF = User definedG = User definedH = User definedI = User defined

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J = User definedK = User definedL = User defineM = User definedN = User definedO = User definedQ = User definedR = User definedS = User definedT = User definedU = User definedV = User definedW = User definedX = User definedY = User definedZ = User defined

Where Used: G/L Org/Acct Group List; GLGQ

Last Rqst byLast Requested by is the User Id of the last person who requested current period information for the specified group.

Where Used: G/L Org/Acct Group List

Last Rqst DateLast Requested Date is the last date current period information was requested for the specified group.






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A = Account. Sort by account group/number.

O = Organization. Sort by organization group/number.

T = Group typeDefault is O.


Starting Type or Grp/NoThe Starting field is used to request a list where the specified information appears first on the list. Starting entries may consist of a partial entry and if the entry is not in the list, the next highest entry appears first on the list. The Starting field can include one or more field combinations, each with its own entry requirements.


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Fourth Shift Release 7.50 GLOT – G/L Organization Top Down Inquiry

GLOT – G/L Organization Top Down InquiryUse this screen to view all related direct and indirect members of an organization or organization groups. Organization levels/memberships are displayed in an indented level format which permits you to see each partially or fully defined organization member and its level in relation to the identified organization. Multi-level organization memberships are formed automatically by the system using the information you entered when constructing organizations and organization groups on the GLOS (G/L Organization Structure) screen.

Features




Reports

G/L Organization Top Down InquiryPrints a multi-level membership list for a range of organizations/groups.




GLOW (G/L Organization Where Used Inquiry) F9



G/L Organization Group/No List

Org Group/No ALT+F4


GLOS (G/L Organization Structure) Screen label: Group/no

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FieldsConsolid Org No

Consolidation Organization Number is the organization portion of the consolidation account used to combine the net activity of related business units to report financial position as one entity. Entry is up to 19 characters.









Org CountOrganization Count specifies the number of members in the organization inquiry list.

Where Used: GLOT

Org DescOrganization Description identifies the organization portion of the Master Account No in terms of its use. Entry is any alphanumeric combination of up to 35 characters.

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Organization GroupOrganization Group is several organizations combined for inquiry and reporting purposes. Entry is any alphanumeric combination of up to 20 characters.




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Fourth Shift Release 7.50 G/L Organization Group/No List

G/L Organization Group/No ListUse this window to select an organization group or organization from the list of existing organization groups and organizations. The G/L Organization Group/No List window displays the identification for each organization group or organization and the corresponding description.

Features




Reports

G/L Organization Group/No ListLists all the organization groups and organizations currently defined.



FieldsFunction

Function codes are four-character abbreviations for screen names. Each screen has a unique code used for identification and transportation. For example, ITMB identifies the Item Master screen. Entry is 4 alphanumeric characters.




Previous screen ESC

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Fourth Shift Release 7.50 G/L Organization Group/No List






Starting Org Group/NoThe Starting field is used to request a list where the specified information appears first on the list. Starting entries may consist of a partial entry and if the entry is not in the list, the next highest entry appears first on the list. The Starting field can include one or more field combinations, each with its own entry requirements.


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Fourth Shift Release 7.50 GLOW – G/L Organization Where Used Inquiry

GLOW – G/L Organization Where Used InquiryUse this screen to view the related direct and indirect organizations/groups to which an organization belongs. The GLOW screen provides a single- or multi-level look at an organization/group’s membership in all higher organization levels. Multi-level organization memberships are formed automatically by the system using the information you entered when constructing organizations and organization groups on the GLOS (G/L Organization Structure) screen. Use the GLOW screen to analyze the effects of a pending organization change.

Features




Reports

G/L Organization Where Used InquiryPrints a single- or multi-level list of organizations/groups to which a range of organizations/groups belong.





GLOT (G/L Organization Top Down Inquiry) F10



Org Group/No ALT+F4


GLOS (G/L Organization Structure) Screen label: Group/no

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FieldsConsolid Org No

Consolidation Organization Number is the organization portion of the consolidation account used to combine the net activity of related business units to report financial position as one entity. Entry is up to 19 characters.









OptionOption indicates whether to view a single-level or multi-level where-used list for the G/L account or organization specified. Options are:

S = Single-levelM = Multi-level

Where Used: GLAW; GLOW

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Fourth Shift Release 7.50 GLJD – G/L Journal Entry Delete

GLJD – G/L Journal Entry DeleteUse the GLJD screen to delete an entire batch by deleting the batch header and transaction detail at the same time. The GLJD screen, and its related detail screen and windows, allow you to review a batch before deletion takes place. Manual, communication, reversal, recurring and allocation batches can be deleted using the GLJD screen. Use the GLJE screen to delete transactions on a line-by-line basis.

Features






G/L Transaction Detail F8




G/L Master Account Recap

Any location on the screen ALT+F4


G/L Trans Detail Tab at top of screen


GLSS (G/L Batch Submission Status) Screen label: No


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FieldsAccounting Period



AcctGeneral Ledger Account Number Description identifies the G/L account in terms of its use. When space is limited, a partial description is displayed. Entry is any alphanumeric combination of up to 70 characters.






Batch ReversalBatch Reversal creates a new batch with reversing entries for a previously posted batch during the account update process. When a reversing batch is requested, an R displays after the original Batch Type for the new batch and a new Batch No is assigned.

Y = Yes.

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Create a reversing batch.

N = No. Do not create a reversing batch.

Where Used: G/L Transaction Detail; GLAU; GLJD; GLJE; GLJI; GLJL; GLPC

Batch Source CodeBatch Source Code is the identifier used to group transactions together for processing. Transactions are added to an existing batch if a matching batch is available. Otherwise a new batch is created. Entry is any alphanumeric combination of up to 6 characters.


Batch StatusBatch Status indicates the current position of the batch within the account update process. Batch Statuses are:








Batch TotalBatch Total is the amount impacting the general ledger as a result of the account update process. For Batch Type = S, Batch Total is the net sum of the debits and credits. For Batch Type = A, C, M, N or L, Batch Total is the sum of the debits or the sum of the credits, whichever is larger.

Where Used: G/L Transaction Detail; GLAU; GLHP; GLJD; GLJE; GLJI; GLJL; GLJP; GLPC

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Credit AmountCredit Amount is the value of a transaction or the sum of a set of transactions that increases a liability, income or capital account or decreases an asset, expense, volume or balance account. Entry is up to 999,999,999.99.

Where Used: BKCJ; G/L Distribution (APSM Module); G/L Distribution (ARSM Module); G/L Distribution (CSHM Module); G/L Recurring/Template Trans Detail; G/L Transaction Detail; GLAU; GLJD; GLJE; GLJI; GLJL; GLJP; GLJR; WIPR

Debit AmountDebit Amount is the value of a transaction or the sum of a set of transactions that increases an asset, expense, volume or balance account or decreases a liability, income or capital account. Entry is up to 999,999,999.99.


DifferenceG/L Distribution Difference is the discrepancy amount between Total Debits and Total Credits within a set of transactions. The G/L Distribution Difference must be equal to 0 (zero) before the set of normal or memo transactions (Batch Type = N or M) can be submitted for posting.

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Where Used: G/L Distribution (APSM Module); G/L Distribution (ARSM Module); G/L Distribution (CSHM Module); GLAU; GLJD; GLJE; GLJI; GLJL; GLJP; GLJR



Journal Entry NoJournal Entry Number is the identifier for a unique set of transactions. A journal entry number is not system-maintained and is for reference only.




Last Maint DateLast Maintenance Date is the last date a change was made to a batch, organization, master account number, G/L account number or transaction amount.





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TotalTotal is the sum of the credit or debit amounts distributed to the general ledger.

Where Used: G/L Distribution (APSM Module); G/L Distribution (ARSM Module); G/L Distribution (CSHM Module); GLAU; GLJD; GLJE; GLJI; GLJL; GLJP; GLJR; GLPC


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Fourth Shift Release 7.50 Financial Transactions

Financial TransactionsThis section provides information on the financial transactions and calculations used in Fourth Shift.

Financial Transaction CommunicationFinancial transactions are automatically created as a result of operational activities. These transactions are communicated using batch processes between various screens and tasks as shown below.

Real-time ProcessingThe module communication for real-time processing looks similar to the following when the Write To Queue option is set to Y.

General Ledger 185


Batch ProcessingFinancial transactions are automatically created as a result of operational activities. These transactions can be communicated using batch processes. The module communication for batch processing looks similar to the following when the Write To Queue option is set to N and Write To File is set to Y on the File Writing Configuration screen.

See "Financial Transaction Detail" for more information on specific financial transactions.

See "Module Communication File Layouts" for more information on module communication files.

Financial Transaction DetailA summary of the financial transactions created throughout the system is presented here. The summary is sorted by Trans Code and includes a description, calculation and master account number source for each financial transaction. Standard calculations and abbreviations used in the summary are as follows:

STD COST =total rolled matl + total rolled labor + total rolled fix ovhd + total rolled var ovhd

PLANNED UNIT COST =(plnd matl cost + plnd labor cost + plnd ovhd cost + plnd outside cost) * parent qty ordered

General Ledger 186


THEORETICAL ISSUE QTY =QT = I: (parent qty rcvd) * (cmpnt qty reqd) / (parent order qty)QT = O: cmpnt qty reqd

ATL =at this level

APCVAPCV01 VOID MANUAL PAYMENT (unapplied)

APCV01 VOID AUTOMATED PAYMENT (sales tax system)

APCV01 VOID AUTOMATED PAYMENT (VAT system)

Source Master Account D/C Calculation

BKMT Cash Account No D payment amount

n/a user-defined offset acct C payment amount

MCCF Acct Payable D/C currency exchange variance (amount increase/decrease)

BKMTVEIDAPCF

(1) Vouchered A/P(2) Vouchered A/P(3) Vouchered A/P

D/C currency exchange variance (amount increase/decrease)



APCF Discounts Taken D disc taken

BKMTVEIDAPCF


C disc taken + payment amount

MCCF Acct Payable D/C currency exchange variance (increase/decrease)

BKMTVEIDAPCF


D/C currency exchange variance (increase/decrease)



APCF Discounts Taken D disc taken on invoice less disc taken on VAT amount

TXTA VAT Liability D disc taken on VAT amount

BKMTVEIDAPCF


C disc taken + payment amount

General Ledger 187


APCWAPCW01 PAYMENT CREATION (sales tax system)

APCW01 PAYMENT CREATION (VAT system)

APDSAPDS10 A/P DISBURSEMENT MAINTENANCE

APDS11 A/P DISBURSEMENT BANK CHARGE


BKMTVEIDAPCF




BKMTVEIDAPCF


D disc taken + payment amount

BKMT Cash Account No C payment amount

APCF Discounts Taken C disc taken


BKMTVEIDAPCF


D disc taken + payment amount

BKMT Cash Account No C payment amount

APCF Discounts Taken C disc taken


BKMTVEIDAPCF


D disbursement amount (type 10)

BKMT Cash Account No C disbursement amount (type 10)


BKMT Disbursements Bank Charge D bank charge amount (type 11)

BKMT Cash Account No C bank charge amount (type 11)

General Ledger 188


APDS12 A/P DISBURSEMENT BANK COMMISSION

APDS19 A/P MISC DISBURSEMENT

APICAPIC00 APIC INVOICE CREATION (sales tax system)

*Only applies when MCMM is installed and the transaction is foreign controlled.

APIC00 APIC INVOICE CREATION (VAT system)


BKMT Disbursements Bank Commission D bank commission amount (type 12)

BKMT Cash Account No C bank commission amount (type 12)


n/a user-defined offset acct D bank charge amount (type 19)



n/a user-defined offset acct D base amount

n/a user-defined offset acct D other charges

APCF Freight Charges D freight charges

APCF Sales Tax D sales tax

APCF Service Charges D service charges

n/a user-defined vouchered acct C base amount

VEIDAPCF

(1) Vouchered A/P(2) Vouchered A/P

C other charges + freight charges + tax + service charges

MCCF Rounding* D/C converted total invoice amount + base amount + other charges + freight charges + tax + service charges


n/a user-defined offset acct D base amount



TXTA VAT Accrual D VAT amount


n/a user-defined vouchered acct C base amount

General Ledger 189



APIDAPID00 INVOICE ADD (sales tax system)


APID00 INVOICE ADD (VAT system)


VEIDAPCF


C other charges + freight charges + tax + service charges

MCCF Rounding* D/C converted total invoice amount + base amount + other charges + freight charges + tax + service charges


n/a user-defined offset acct D inv PO/recvd amount





VEIDAPCF


C total inv amount

MCCF Rounding* D/C converted total invoice amount - inv PO/recvd amount - other charges - freight charges - tax - service charges







VEIDAPCF


C total inv amount


General Ledger 190


APID00 DEBIT MEMO ADD (sales tax system)


APID00 DEBIT MEMO ADD (VAT system)


APID00 INVOICE CHANGE (increase; sales tax system)


VEIDAPCF


D total inv amount

n/a user-defined offset acct C inv PO/recvd amount

n/a user-defined offset acct C other charges

APCF Freight Charges C freight charges

APCF Sales Tax C sales tax

APCF Service Charges C service charges



VEIDAPCF


D total inv amount




TXTA VAT Accrual C VAT amount









General Ledger 191



APID00 INVOICE CHANGE (increase; VAT system)


APID00 INVOICE CHANGE (decrease; sales tax system)


APID00 INVOICE CHANGE (decrease; VAT system)

VEIDAPCF


C total inv amount








VEIDAPCF


C total inv amount



VEIDAPCF


D total inv amount








General Ledger 192



APID00 DEBIT MEMO CHANGE (increase; sales tax system)


APID00 DEBIT MEMO CHANGE (increase; VAT system)

VEIDAPCF


D total inv amount








VEIDAPCF


D total inv amount








VEIDAPCF


D total inv amount







General Ledger 193



APID00 DEBIT MEMO CHANGE (decrease; sales tax system)


APID00 DEBIT MEMO CHANGE (decrease; VAT system)


APID00 INVOICE/DEBIT MEMO MATCH (increase)







VEIDAPCF


C total inv amount








VEIDAPCF


C total inv amount



VEIDAPCF


D inv PO/recvd matched amount

VEIDAPCF


C inv PO/matched amount - PO inv vari-ance (fully matched)

n/a user-defined offset acct C inv PO/matched amount - PO inv vari-ance (not fully matched)

General Ledger 194



APID00 INVOICE/DEBIT MEMO MATCH (decrease)


APID02 DEBIT MEMO DELETE (sales tax system)

VEIDAPCF

(1) PO/Inv Variance(2) PO/Inv Variance

D/C PO inv variance (negative or favorable) (positive or unfavorable)

MCCF Purchasing D/C currency exchange variance (decrease or increase)

VEIDAPCF


D/C currency exchange variance (decrease or increase)

MCCF PO/Inv Variance Rounding* D/C received amount - matched amount - PO inv variance


VEIDAPCF


D inv PO/matched amount - PO inv vari-ance (fully matched)

n/a user-defined offset acct D inv PO/matched amount - PO inv vari-ance (not fully matched)

VEIDAPCF


C inv PO/recvd matched amount

VEIDAPCF


D/C PO inv variance (negative or favorable)

VEIDAPCF


D/C currency exchange variance (decrease or increase)

MCCF Purchasing D/C currency exchange variance (decrease or increase)

MCCF PO/Inv Variance Rounding* D/C received amount - matched amount - PO inv variance







VEIDAPCF


C total inv amount


General Ledger 195



APID02 DEBIT MEMO DELETE (VAT system)


APID02 INVOICE DELETE (sales tax system)


APID02 INVOICE DELETE (VAT system)







VEIDAPCF


C total inv amount



VEIDAPCF


D total inv amount








VEIDAPCF


D total inv amount




General Ledger 196



APIEAPIE00 INVOICE ADD (sales tax system)


APIE00 INVOICE ADD (VAT system)











VEIDAPCF


C total inv amount








VEIDAPCF


C total inv amount


General Ledger 197


APIE00 DEBIT MEMO ADD (sales tax system)


APIE00 DEBIT MEMO ADD (VAT system)


APIE00 INVOICE CHANGE (increase; sales tax system)


VEIDAPCF


D total inv amount








VEIDAPCF


D total inv amount













General Ledger 198



APIE00 INVOICE CHANGE (increase; VAT system)


APIE00 INVOICE CHANGE (decrease; sales tax system)


APIE00 INVOICE CHANGE (decrease; VAT system)

VEIDAPCF


C total inv amount








VEIDAPCF


C total inv amount



VEIDAPCF


D total inv amount








General Ledger 199



APIE00 DEBIT MEMO CHANGE (increase; sales tax system)


APIE00 DEBIT MEMO CHANGE (increase; VAT system)

VEIDAPCF


D total inv amount








VEIDAPCF


D total inv amount








VEIDAPCF


D total inv amount







General Ledger 200



APIE00 DEBIT MEMO CHANGE (decrease; sales tax system)


APIE00 DEBIT MEMO CHANGE (decrease; VAT system)


APIE00 INVOICE/DEBIT MEMO MATCH (increase)







VEIDAPCF


C total inv amount








VEIDAPCF


C total inv amount



APCF Unvouchered A/P D inv PO/recvd matched amount

n/a user-defined offset acct C inv PO/matched amount - PO inv vari-ance

VEIDAPCF


D/C PO inv variance (negative or favorable/positive or unfavorable)

General Ledger 201


APIE00 INVOICE/DEBIT MEMO MATCH (decrease)

APIE02 DEBIT MEMO DELETE (sales tax system)


APIE02 DEBIT MEMO DELETE (VAT system)

MCCF Purchasing D/C currency exchange variance (decrease/increase)

APCF Unvouchered A/P D/C currency exchange variance (decrease/increase)


n/a user-defined offset acct D inv PO/matched amount - PO inv vari-ance

APCF Unvouchered A/P C inv PO/recvd matched amount

VEIDAPCF


D/C PO inv variance (negative or favorable/positive or unfavorable)

APCF Unvouchered A/P D/C currency exchange variance (amount decrease)

MCCF Purchasing D/C currency exchange variance (amount increase)

Source Master Account Field D/C Calculation






APCF Vouchered A/P C total inv amount







General Ledger 202



APIE02 INVOICE DELETE (sales tax system)


APIE02 INVOICE DELETE (VAT system)


APPA


APCF Vouchered A/P C total inv amount



APCF Vouchered A/P D total inv amount








APCF Vouchered A/P D total inv amount







General Ledger 203


APPA00 DEBIT MEMO APPLICATION

APPA00 PAYMENT APPLICATION (initial)

APPA00 PAYMENT APPLICATION (increase)

APPA00 PAYMENT APPLICATION (decrease)


APCF Vouchered A/P D/C currency exchange variance (decrease/increase)

MCCF Acct Payable D/C currency exchange variance (decrease/increase)


APCF Discounts Taken C discount taken

BKMTVEIDAPCF


D/C discount taken


BKMTVEIDAPCF



n/a completed on APDS D/C application amount


BKMTVEIDAPCF


D discount taken (increase)

APCF Discounts Taken C discount taken (increase)

BKMTVEIDAPCF


D/C currency exchange variance (decrease/increase)




APCF Discounts Taken D discount taken (decrease)

General Ledger 204


APPDAPPD10 A/P PRIOR PERIOD DISBURSEMENT MAINTENANCE

APPD11 A/P PRIOR PERIOD DISBURSEMENT BANK CHARGE

APPD12 A/P PRIOR PERIOD DISBURSEMENT BANK COMMISSION

APPD19 A/P PRIOR PERIOD MISC DISBURSEMENT

APRC

BKMTVEIDAPCF


C discount taken (decrease)


BKMTVEIDAPCF


D/C currency exchange variance (decrease/increase)



BKMTVEIDAPCF


D disbursement amount (type 10)

BKMT Cash Account No C disbursement amount (type 10)


BKMT Disbursements Bank Charge D bank charge amount (type 11)



BKMT Disbursements Bank Commission D bank commission amount (type 12)



n/a user-defined offset acct D bank charge amount (type 19)


General Ledger 205


APRC00 PAYMENT RECONCILIATION (increase)

APRC00 PAYMENT RECONCILIATION (decrease)

ARCDARCD30 A/R CASH RECEIPT

ARCD30 CASH DEPOSIT MAINTENANCE (negative)

ARCD31 A/R RECEIPT BANK CHARGE

ARCD31 A/R RECEIPT BANK CHARGE (negative)


BKMTMCCF

(1) Disbursements Bank Exch Var(2) Bank Exchange Variance

D local amount

BKMT Cash Account No C local amount


BKMT Cash Account No D local amount

BKMTMCCF

(1) Disbursements Bank Exch Var(2) Bank Exchange Variance

C local amount


BKMT Cash Account No D receipt amount (type 30)

CUIDBKMTARCF

(1) A/R Acct No(2) A/R Acct Receivable(3) A/R Accounts Receivable

C receipt amount (type 30)


CUIDBKMTARCF

(1) A/R Acct No(2) Acct Receivable(3) Accounts Receivable

D receipt amount (type 30)

BKMT Cash Account No C receipt amount (type 30)


BKMT Cash Account No D bank charge amount (type 31)

BKMT Cash Receipts Bank Charge C bank charge amount (type 31)


General Ledger 206


ARCD32 A/R RECEIPT BANK COMMISSION

ARCD32 A/R RECEIPT BANK COMMISSION (negative)

ARCD36 NSF A/R CASH RECEIPT

ARCD37 NSF A/R MISCELLANEOUS RECEIPT

ARCD39 A/R MISCELLANEOUS RECEIPT

BKMT Cash Receipts Bank Charge D bank charge amount (type 31)



BKMT Cash Account No D bank commission amount (type 32)

BKMT Cash Receipts Bank Commission C bank commission amount (type 32)


BKMT Cash Receipts Bank Commission D bank commission amount (type 32)



CUIDBKMTARCF


D NSF receipt amount (type 36)

BKMT Cash Account No C NSF receipt amount (type 36)


n/a user-defined offset acct D NSF miscellaneous receipt amount (type 37)

BKMT Cash Account No C NSF miscellaneous receipt amount (type 37)


BKMT Cash Account No D miscellaneous receipt amount (type 39)

n/a user-defined offset acct C miscellaneous receipt amount (type 39)

General Ledger 207


ARCD39 A/R MISCELLANEOUS RECEIPT (negative)

ARCD40 REVERSED A/R CASH RECEIPT

ARCD40 REVERSED A/R PRIOR PERIOD CASH RECEIPT

ARCD49 REVERSED A/R MISC RECEIPT

ARCD49 REVERSED A/R PRIOR PERIOD MISC RECEIPT

ARCRARCR00 CASH RECEIPT APPLICATION


n/a user-defined offset acct D miscellaneous receipt amount (type 39)

BKMT Cash Account No C miscellaneous receipt amount (type 39)


CUIDBKMTARCF


D receipt amount

BKMT Cash Account No C receipt amount


CUIDBKMTARCF


D receipt amount



n/a user-defined offset acct D miscellaneous receipt amount

BKMT Cash Account No C miscellaneous receipt amount





ARCF Discounts Allowed D discount

General Ledger 208


ARCR02 CASH RECEIPT UNAPPLY

ARPDARPD30 PRIOR PERIOD CASH DEPOSIT MAINTENANCE

ARPD30 PRIOR PERIOD CASH DEPOSIT MAINTENANCE (negative)

ARPD31 PRIOR PERIOD A/R RECEIPT BANK CHARGE

ARPD31 PRIOR PERIOD A/R RECEIPT BANK CHARGE (negative)

ARCF Accounts Receivable C discount

CCEX Exchange Variance D/C currency exchange variance (decrease/increase)


ARCF Accounts Receivable D discount

ARCF Discounts Allowed C discount

CCEX Exchange Variance D/C currency exchange variance (decrease/increase)


BKMT Cash Account No D receipt amount (type 30)

CUIDBKMTARCF

(1) A/R Acct No(2) A/R Acct Receivable(3) A/R Acct Receivable

C receipt amount (type 30)


CUIDBKMTARCF


D receipt amount (type 30)

BKMT Cash Account No C receipt amount (type 30)


BKMT Cash Receipts Bank Charge D bank charge amount (type 31)



BKMT Cash Account No D bank charge amount (type 31)

General Ledger 209


ARPD32 PRIOR PERIOD A/R RECEIPT BANK COMMISSION

ARPD32 PRIOR PERIOD A/R RECEIPT BANK COMMISSION (negative)

ARPD36 PRIOR PERIOD NSF A/R CASH RECEIPT

ARPD37 PRIOR PERIOD NSF A/R MISCELLANEOUS RECEIPT

ARPD39 PRIOR PERIOD A/R MISCELLANEOUS RECEIPT

ARPD39 PRIOR PERIOD A/R MISCELLANEOUS RECEIPT (negative)

BKMT Cash Receipts Bank Charge C bank charge amount (type 31)


BKMT Cash Receipts Bank Commission D bank commission amount (type 32)

BKMT Cash Account No C bank commission amount (type 32


BKMT Cash Account No D bank commission amount (type 32)

BKMT Cash Receipts Bank Commission C bank commission amount (type 32)


CUIDBKMTARCF


D NSF receipt amount (type 36)

BKMT Cash Account No C NSF receipt amount (type 36)


n/a user-defined offset acct D NSF miscellaneous receipt amount (type 37)

BKMT Cash Account No C NSF miscellaneous receipt amount (type 37)


BKMT Cash Account No D miscellaneous receipt amount (type 39)

n/a user-defined offset acct C miscellaneous receipt amount (type 39)


General Ledger 210


ARPD40 PRIOR PERIOD REVERSED CASH DEPOSIT

ARPD49 PRIOR PERIOD REVERSED A/R MISC RECEIPT

ARSCARSC01 SERVICE CHARGE ADDITION

ARSRARSR01 SERVICE CHARGE CHANGE (increase)

ARSR01 SERVICE CHARGE CHANGE (decrease)

n/a user-defined offset acct D miscellaneous receipt amount (type 39)

BKMT Cash Account No C miscellaneous receipt amount (type 39)


CUIDBKMTARCF


D receipt amount






ARCF Accounts Receivable D service charge amount/change

ARCF Service Charges C service charge amount/change


ARCF Accounts Receivable D service charge amount/change

ARCF Service Charges C service charge amount/change


ARCF Service Charges D service charge change

ARCF Accounts Receivable C service charge change

General Ledger 211


BKFLFinancial transactions are shown for Resource Component = 2. The transactions vary slightly for other options:

• When Resource Component = 1, the Inventory Account, from the CNFA or ITMC screen, is used for the Resource item. This account replaces the Manufacturing Expense, Resource Direct Labor, and Resource Overhead accounts and the calculation is issue qty x Total Rolled Standard Cost.

• When Resource Component = 3, Resource items are ignored for accounting purposes.

BKFLCI CO BACKFLUSH ISSUE (material)

BKFLCI CO BACKFLUSH ISSUE (resource)

BKFLCX CO REVERSE BACKFLUSH ISSUE (material)

BKFLCX CO REVERSE BACKFLUSH ISSUE (resource)


CNFA Custom WIP D (issue qty) × (component's std cost)

CNFA ITMC

(1) Inventory(2) Inventory

C (issue qty) × (component's std cost)


CNFA Custom WIP D (issue qty) × (roll material cost)

CNFA Manufacturing Exp C (issue qty) × (roll material cost)

CNFA Custom WIP D (issue qty) × (rolled labor cost)

CNFA Resource Direct Lab C (issue qty) × (rolled labor cost)

CNFA Custom WIP D (issue qty) × (roll var ovrhd + roll fix ovrhd)

CNFA Resource Var Ovhd C (issue qty) × (roll var ovrhd)

CNFA Resource Fixed Ovhd C (issue qty) × (roll fix ovrhd)


CNFA ITMC

(1) Inventory(2) Inventory

D (issue qty) × (component's std cost)

CNFA Custom WIP C (issue qty) × (component's std cost)


CNFA Manufacturing Exp D (issue qty) × (roll material cost)

CNFA Custom WIP C (issue qty) × (roll material cost)

General Ledger 212


BKFLMI MO BACKFLUSH ISSUE (material)

BKFLMI MO BACKFLUSH ISSUE (resource)

BKFLMX MO REVERSE BACKFLUSH ISSUE (material)

BKFLMX MO REVERSE BACKFLUSH ISSUE (resource)

CNFA Resource Direct Lab D (issue qty) × (rolled labor cost)

CNFA Custom WIP C (issue qty) × (rolled labor cost)

CNFA Resource Var Ovhd D (issue qty) × (roll var ovrhd)

CNFA Resource Fixed Ovhd D (issue qty) × (roll fix ovrhd)

CNFA Custom WIP C (issue qty) × (roll var ovrhd + roll fix ovrhd)


CNFA Internal WIP D (issue qty) × (component's std cost)

ITMC Inventory C (issue qty) × (component's std cost)


CNFA Internal WIP D (issue qty) × (roll material cost)


CNFA Internal WIP D (issue qty) × (rolled labor cost)


CNFA Internal WIP D (issue qty) × (roll var ovrhd + roll fix ovrhd)




ITMC Inventory D (issue qty) × (component's std cost)

CNFA Internal WIP C (issue qty) × (component's std cost)



CNFA Internal WIP C (issue qty) × (roll material cost)


General Ledger 213


BKFLPI PO BACKFLUSH ISSUE (material)

BKFLPI PO BACKFLUSH ISSUE (resource)

BKFLPX PO REVERSE BKFLSH ISSUE (material)

BKFLPX PO REVERSE BKFLSH ISSUE (resource)

CNFA Internal WIP C (issue qty) × (rolled labor cost)

CNFA Resource Var Ovhd D (issue qty) × (roll var ovrhd)

CNFA Resource Fixed Ovhd D (issue qty) × (roll fix ovrhd)

CNFA Internal WIP C (issue qty) × (roll var ovrhd + roll fix ovrhd)


CNFA External WIP D (issue qty) × (component's std cost)

ITMC Inventory C (issue qty) × (component's std cost)


CNFA External WIP D (issue qty) × (roll material cost)


CNFA External WIP D (issue qty) × (rolled labor cost)


CNFA External WIP D (issue qty) × (roll var ovrhd + roll fix ovrhd)




ITMC Inventory D (issue qty) × (component's std cost)

CNFA External WIP C (issue qty) × (component's std cost)



CNFA External WIP C (issue qty) × (roll material cost)


CNFA External WIP C (issue qty) × (rolled labor cost)

General Ledger 214


BKFTBKFT00 BANK FUNDS TRANSFER

BKTRBKTR00 BANK BALANCE TRANSLATION (increase)

BKTR00 BANK BALANCE TRANSLATION (decrease)

CNFA Resource Ovhd D (issue qty) × (roll var ovrhd + roll fix ovrhd)

CNFA External WIP C (issue qty) × (roll var ovrhd + roll fix ovrhd)


MCCF Bank Variance D From Bank bank transfers amount (out)

BKMT Cash Account No (From Bank) C From Bank bank transfers amount (out)

BKMT Disbursements Bank Charge (From Bank)

D From Bank bank charges amount

BKMT Cash Account No (From Bank) C From Bank bank charges amount

BKMT Disbursements Bank Commission (From Bank)

D From Bank bank commissions amount

BKMT Cash Account No (From Bank) C From Bank bank commissions amount

BKMT Cash Account No (To Bank) D To Bank bank transfers amount (in)

MCCF Bank Variance C To Bank bank transfers amount (in)

BKMT Disbursements Bank Charge (To Bank) D To Bank bank charges amount

BKMT Cash Account No (To Bank) C To Bank bank charges amount

BKMT Cash Account No (To Bank) C To Bank bank commissions amount

BKMT Disbursements Bank Commission (To Bank)

D To Bank bank commissions amount


BKMT Cash Account No D positive bank adjustment to G/L cash amount

BKMTMCCF

(1) Disbursements Bank Exch Var(2) Bank Variance

C positive bank adjustment to G/L cash amount


BKMTMCCF

(1) Disbursements Bank Exch Var(2) Bank Variance

D negative bank adjustment to G/L cash amount

General Ledger 215


COMTCOMT01 LINE ITEM CHANGE (Ln# Typ = X) (inventory increase)

COMT01 LINE ITEM CHANGE (Ln# Typ = X) (inventory decrease)

COMT01 LINE ITEM CHANGE (Ln# Typ = X) (positive variance)

COMT01 LINE ITEM CHANGE (Ln# Typ = X) (negative variance)

CORVCORVBR LN# TYP = B RECEIPT

BKMT Cash Account No C negative bank adjustment to G/L cash amount


CP DETAIL Cust Prod Inv D [(old on hand qty) – (new on hand qty)] × (CPMT Total Unit Cost)

GLCF Suspense C [(old on hand qty) – (new on hand qty)] × (CPMT Total Unit Cost)


GLCF Suspense D [(old on hand qty) – (new on hand qty)] × (CPMT Total Unit Cost)

CP DETAIL Cust Prod Inv C [(old on hand qty) – (new on hand qty)] × (CPMT Total Unit Cost)


CNFA Cust Prod WIP Inv D (on hand qty) × [(new cost) – (old cost)]

CNFA Cust Prod Variance C (on hand qty) × [(new cost) – (old cost)]


CNFA Cust Prod Variance D (on hand qty) × [(new cost) – (old cost)]

CNFA Cust Prod WIP Inv C (on hand qty) × [(new cost) – (old cost)]


ITMC Inventory D (byprod qty rcvd) × (byprod std cost)

CP DETAIL Cust Prod WIP C (byprod qty rcvd) × (byprod std cost)

General Ledger 216


CORVBX LN# TYP = B REVERSE RECEIPT

CORVUR LN# TYP = U RECEIPT

CORVUX LN# TYP = U REVERSE RECEIPT

CORVXE LN# TYP = X RECEIPT

CORVXR LN# TYP = X RECEIPT

CORVXX LN# TYP = X REVERSE RECEIPT


CP DETAIL Cust Prod WIP D (byprod rvrse qty) × (byprod std cost)

ITMC Inventory C (byprod rvrse qty) × (byprod std cost)


ITMC Inventory D (tool qty rcvd) × (tool std cost)

CP DETAIL Cust Prod WIP C (tool qty rcvd) × (tool std cost)


CP DETAIL Cust Prod WIP D (tool rvrse qty) × (tool std cost)

ITMC Inventory C (tool rvrse qty) × (tool std cost)


CP DETAIL Cust Prod Inv D (qty rcvd) × (planned unit cost)

CP DETAIL Cust Prod WIP C (qty rcvd) × (planned unit cost)


CP DETAIL Cust Prod Inv D (qty rcvd) × (planned unit cost)

CP DETAIL Cust Prod WIP C (qty rcvd) × (planned unit cost)


CP DETAIL Cust Prod WIP D (rvrse qty) × (planned unit cost)

CP DETAIL Cust Prod Inv C (rvrse qty) × (planned unit cost)

General Ledger 217


CORVXY LN# TYP = X REVERSE BKFLSH

CPMTCPMT01 LINE ITEM CHANGE (Ln# Typ = V or W) (negative variance)

CPMT01 TOTAL UNIT COST RECALCULATION (increase)

CPMT01 TOTAL UNIT COST RECALCULATION (decrease)

CPMT02 HEADER DETAIL CHANGE (inventory increase)


CP DETAIL Cust Prod WIP D (rvrse qty) × (planned unit cost)


CP DETAIL Cust Prod Inv C (rvrse qty) × (planned unit cost)






CP DETAIL Cust Prod Inv D [(new tot unit cst) – (old tot unit cst)] × (qty rcvd)

CNFA Cust Prod Variance C [(new tot unit cst) – (old tot unit cst)] × (qty rcvd)


CNFA Cust Prod Variance D [(new std cost) – (old std cost)] × (quantity)

CP DETAIL Cust Prod Inv C [(new std cost) – (old std cost)] × (quantity)


CP DETAIL Cust Prod Inv D [(new qty) – (old qty)] × (planned unit cost)

GLCF Suspense C [(new qty) – (old qty)] × (planned unit cost)

General Ledger 218


)] –

)] –

CPMT02 HEADER DETAIL CHANGE (inventory decrease)

CPMT02 HEADER DETAIL CHANGE (Inventory account change)

CPMT02 HEADER DETAIL CHANGE (WIP account change)

CROVCROV01 COST ROLL OVER (increase std cost)

CROV01 COST ROLL OVER (decrease std cost)


GLCF Suspense D [(new qty) – (old qty)] × (planned unit cost)

CP DETAIL Cust Prod Inv C [(new qty) – (old qty)] × (planned unit cost)


CP DETAIL Cust Prod Inv (new) D [(cp inv qty) × (planned unit cost)] +Σ [(V and W cmpnt qty rcvd – cmpnt issue qty) × (cmpnt cost)]

CP DETAIL Cust Prod Inv (old) C [(cp inv qty) × (planned unit cost)] +Σ [(V and W cmpnt qty rcvd – cmpnt issue qty) × (cmpnt cost)]


CP DETAIL Cust Prod WIP (new) D Σ [(cmpnt issue qty) × (cmpnt std cost[(parent qty rcvd × planned unit cost)]

CP DETAIL Cust Prod WIP (old) C Σ [(cmpnt issue qty) × (cmpnt std cost[(parent qty rcvd × planned unit cost)]


ITMC Inventory D (total inventory qty) × [(new cost) – (old cost)]

CNFA Std Cost variance C (total inventory qty) × [(new cost) – (old cost)]


CNFA Std Cost Variance D (total inventory qty) × [(new cost) – (old cost)]

ITMC Inventory C (total inventory qty) × [(new cost) – (old cost)]

General Ledger 219


CROV01 COST ROLL OVER (add costs for Cost Type 0)

CROV01 COST ROLL OVER (delete costs for Cost Type 0)

CSTUCSTUM ACTUAL COST UPDATE: MANUFACTURING(parent order line)

CSTUP ACTUAL COST UPDATE: PURCHASING(parent order line)

EXRUEXRUAP A/P INVOICE EXCHANGE VARIANCE (increase/decrease)


ITMC Inventory D (total inventory qty) × (new cost)

CNFA Std Cost Variance C (total inventory qty) × (new cost)


CNFA Std Cost Variance D (total inventory qty) × (old cost)

ITMC Inventory C (total inventory qty) × (old cost)


CNFA Std Cost Variance D/C change to parent cost by cost roll-up of components

CNFA Internal WIP D/C change to parent cost by cost roll-up of components


CNFA Std Cost Variance D/C change to parent cost by cost roll-up of components

CNFA External WIP D/C change to parent cost by cost roll-up of components


MCCF A/P Var Account D/C variance amount

APCF Vouchered A/P D/C variance amount

General Ledger 220


EXRUAR A/R INVOICE EXCHANGE VARIANCE (increase/decrease)

EXRURV PO RECEIPT EXCHANGE VARIANCE (increase/decrease)

INVAINVA00 ADD INVENTORY

INVA01 DELETE INVENTORY

INVA02 RESET INVENTORY (increase)

INVA02 RESET INVENTORY (decrease)


ARCF Accounts Receivable D/C variance amount

MCCF A/R Var Account D/C variance amount


MCCF PO Var Account D/C variance amount

APCF Unvouchered A/P D/C variance amount


ITMC Inventory D (adj qty) × (total roll cost)

INVA Inventory Offset C (adj qty) × (total roll cost)


INVA Inventory Offset D (adj qty) × (total roll cost)

ITMC Inventory C (adj qty) × (total roll cost)


ITMC Inventory D (adj qty) × (total roll cost)

INVA Inventory Offset C [(adj qty) – (inventory balance)] × (total roll cost)


INVA Inventory Offset D [(adj qty) – (inventory balance)] × (total roll cost)

General Ledger 221


ITCBITCB01 ITEM COST CHANGE (increase)

ITCB01 ITEM COST CHANGE (decrease)

ITCB01 ADD COSTS FOR COST TYPE 0

ITCB01 DELETE COSTS FOR COST TYPE 0

ITMCITMC01 ITEM COST CHANGE (inventory acct no)

ITMC Inventory C [(adj qty) – (inventory balance)] × (total roll cost)



CNFA Standard Cost Var C (total inventory qty) × [(new cost) – (old cost)]


CNFA Standard Cost Var D (total inventory qty) × [(new cost) – (old cost)]




CNFA Standard Cost Var C (total inventory qty) × (new cost)


CNFA Standard Cost Var D (total inventory qty) × (old cost)



ITMC New Inv Acct No D (total inventory qty) × (total roll cost)

ITMC Old Inv Acct No C (total inventory qty) × (total roll cost)

General Ledger 222


ITMC01 ITEM COST CHANGE (increase)

ITMC01 ITEM COST CHANGE (decrease)

ITMC01 ADD COSTS FOR COST TYPE 0

ITMC01 DELETE COSTS FOR COST TYPE 0

IVIEIVIE01 INVOICE HEADER CHANGE (tax decrease)

*Only applies for post-printed invoices when MCMM is installed and the transaction is foreign or rate controlled.



CNFA Item Cost Change C (total inventory qty) × [(new cost) – (old cost)]


CNFA Item Cost Change D (total inventory qty) × [(new cost) – (old cost)]




CNFA Item Cost Change C (total inventory qty) × (new cost)


CNFA Item Cost Change D (total inventory qty) × (old cost)



TXTA Tax Liability D tax amount change

IVIE A/R Master Acct No C tax amount change

MCCF Rounding* D/C converted total invoice amount - extd price - tax

General Ledger 223


IVIE01 INVOICE HEADER CHANGE (tax increase)


IVIE02 INVOICE CANCELLATION


IVIE03 INVOICE LINE ITEM ADDITION


IVIE A/R Master Acct No D tax amount change

TXTA Tax Liability C tax amount change



TXTA Tax Liability D Line item tax amount

IVIE A/R Master Acct No C Line item tax amount

IVIE Master Account No D Sales line item extd price

IVIE A/R Master Acct No C Sales line item extd price

IVIE Master Account No D FREIGHT (F:) line item extd price

IVIE A/R Master Acct No C FREIGHT (F:) line item extd price

IVIE A/R Master Acct No D LESS (L:) line item extd price

IVIE Master Account No C LESS (L:) line item extd price

ARCF Commission Liab D (line item extd price) × (commission rate)

ARCF Commission Expense C (line item extd price) × (commission rate)



IVIE A/R Master Acct No D Line item tax amount

TXTA Tax Liability C Line item tax amount

IVIE A/R Master Acct No D Sales line item extd price

IVIE Master Account No C Sales line item extd price

IVIE A/R Master Acct No D FREIGHT (F:) line item extd price

IVIE Master Account No C FREIGHT (F:) line item extd price

General Ledger 224



IVIE04 INVOICE LINE ITEM CHANGE (increase)


IVIE04 INVOICE LINE ITEM CHANGE (decrease)

IVIE Master Account No D LESS (L:) line item extd price

IVIE A/R Master Acct No C LESS (L:) line item extd price

ARCF Commission Expense D (line item extd price) × (commission rate)

ARCF Commission Liab C (line item extd price) × (commission rate)



IVIE A/R Master Acct No D Line item tax amount

TXTA Tax Liability C Line item tax amount
















General Ledger 225



IVPRIVPR00 INVOICE PRINTING


IVPR01 CREDIT MEMO PRINTING








IVIE A/R Master Acct No D line item tax amount

TXTA Tax Liability C line item tax amount














General Ledger 226



IVPR02 ORDER LEVEL PRICE ADJUSTMENT TYPE (price adjustment; shipment)

IVPR02 ORDER LEVEL PRICE ADJUSTMENT TYPE (credit memo; shipment)

IVPR02 ORDER LEVEL PRICE ADJUSTMENT TYPE (accrual; shipment)










n/a Price Adjustment Debit G/L Account D ((price adjustment value)/(gross order amount)) × (gross line price × qty shipped)

IVIE A/R Master Acct No C ((price adjustment value)/(gross order amount)) × (gross line price × qty shipped)


n/aIVIE

(1) Price Adjustment Debit G/L Account(2) Sales Account No

D ((price adjustment value)/(gross order amount)) × (gross line price × qty shipped)

n/aIVIE

(1) Price Adjustment Credit G/L Account(2) A/R Master Acct No

C ((price adjustment value)/(gross order amount)) × (gross line price × qty shipped)


n/a Price Adjustment Debit G/L Account D ((price adjustment value)/(gross order amount)) × (gross line price × qty shipped)

General Ledger 227


IVPR02 LINE ITEM PRICE ADJUSTMENT TYPE (price adjustment; shipment)

IVPR02 LINE ITEM AND ORDER LEVEL ADJUSTMENT TYPE (add item or free good; shipment)

IVPR02 LINE ITEM PRICE ADJUSTMENT TYPE (credit memo; shipment)

IVPR02 LINE ITEM PRICE ADJUSTMENT TYPE (accrual; shipment)

IVPR02 ORDER LEVEL PRICE ADJUSTMENT TYPE (price adjustment; reverse shipment)

n/a Price Adjustment Credit G/L Account C ((price adjustment value)/(gross order amount)) × (gross line price × qty shipped)


n/a Price Adjustment Debit G/L Account D price adjustment value × ship quantity

IVIE A/R Master Acct No C price adjustment value × ship quantity


n/a Price Adjustment Debit G/L Acct D price adjustment value × ship quantity

IVIE A/R Master Acct No C price adjustment value × ship quantity


n/aIVIE

(1) Price Adjustment Debit G/L Acct(2) Sales Account No

D price adjustment value × ship quantity

n/aIVIE

(1) Price Adjustment Credit G/L Acct(2) A/R Master Acct No

C price adjustment value × ship quantity


n/a Price Adjustment Debit G/L Acct D price adjustment value × ship quantity

n/a Price Adjustment Credit G/L Account C price adjustment value × ship quantity


IVIE A/R Master Acct No D ((price adjustment value) / (gross order amount)) × (gross line price × qty reverse shipped)

General Ledger 228


IVPR02 ORDER LEVEL PRICE ADJUSTMENT TYPE (credit memo; reverse shipment)

IVPR02 ORDER LEVEL PRICE ADJUSTMENT TYPE (accrual; reverse shipment)

IVPR02 LINE ITEM PRICE ADJUSTMENT TYPE (price adjustment; reverse shipment)

IVPR02 LINE ITEM PRICE ADJUSTMENT TYPE (add item or free good; reverse shipment)

n/a Price Adjustment Debit G/L Acct C ((price adjustment value) / (gross order amount)) × (gross line price × qty reverse shipped)


n/aIVIE

(1) Price Adjustment Credit G/L Acct(2) Sales Account No

D ((price adjustment value) / (gross order amount)) × (gross line price × qty reverse shipped)

n/aIVIE

(1) Price Adjustment Credit Memo Debit Master Account(2) A/R Master Acct No

C ((price adjustment value) / (gross order amount)) × (gross line price × qty reverse shipped)


n/a Price Adjustment Credit G/L Acct D ((price adjustment value) / (gross order amount)) × (gross line price × qty reverse shipped)

n/a Price Adjustment Debit G/L Acct C ((price adjustment value) / (gross order amount)) × (gross line price × qty reverse shipped)


IVIE A/R Master Acct No D price adjustment value × reverse ship quantity

n/a Price Adjustment Debit G/L Acct C price adjustment value × reverse ship quantity


IVIE A/R Master Acct No D price adjustment value × reverse ship quantity


General Ledger 229


IVPR02 LINE ITEM PRICE ADJUSTMENT TYPE (credit memo; reverse shipment)

IVPR02 LINE ITEM PRICE ADJUSTMENT TYPE (accrual; reverse shipment)

MCSTMCSTAJ Manufacturing Order Cost Maintenance (increase cost)

MCSTAJ Manufacturing Order Cost Maintenance (decrease cost)

MORVMORVBE LN# TYP = B BKFLSH RECEIPT (on order-dependent BOM)MORVBR LN# TYP = B RECEIPT (on order-dependent BOM)MORVME LN# TYP = M BKFLSH RECEIPTMORVMR LN# TYP = M RECEIPTMORVRE LN# TYP = R BKFLSH RECEIPTMORVRR LN# TYP = R RECEIPTMORVUE LN# TYP = U BKFLSH RECEIPT (on order-dependent BOM)


n/aIVIE

(1) Price Adjustment Credit G/L Acct(2) Master Acct No

D price adjustment value × reverse ship quantity

n/aIVIE

(1) Price Adjustment Debit G/L Acct(2) A/R Sales Acct

C price adjustment value × reverse ship quantity


n/a Price Adjustment Credit G/L Acct D price adjustment value × reverse ship quantity



CNFA Internal WIP D (current component order cost) - (previ-ous component order cost)

CNFA MO Cost Change C (current component order cost) - (previ-ous component order cost)


CNFA MO Cost Change D (previous component order cost) - (cur-rent component order cost)

CNFA Internal WIP C (previous component order cost) - (cur-rent component order cost)

General Ledger 230


MORVUR LN# TYP = U RECEIPT (on order-dependent BOM)

MORVBE LN# TYP = B BKFLSH RECEIPT (not on order-dependent BOM)MORVBR LN# TYP = B RECEIPT (not on order-dependent BOM)MORVUE LN# TYP = U BKFLSH RECEIPT (not on order-dependent BOM)MORVUR LN# TYP = U RECEIPT (not on order-dependent BOM)

MORVBX LN# TYP = B REVERSE RECEIPT (on order-dependent BOM)MORVBY LN# TYP = B REVERSE BKFLSH (on order-dependent BOM)MORVMX LN# TYP = M REVERSE RECEIPTMORVMY LN# TYP = M REVERSE BKFLSHMORVRX LN# TYP = R REVERSE RECEIPTMORVRY LN# TYP = R REVERSE BKFLSHMORVUX LN# TYP = U REVERSE RECEIPT (on order-dependent BOM)MORVUY LN# TYP = U REVERSE BKFLSH (on order-dependent BOM)

MORVBX LN# TYP = B REVERSE RECEIPT (not on order-dependent BOM)MORVBY LN# TYP = B REVERSE BKFLSH (not on order-dependent BOM)MORVUX LN# TYP = U REVERSE RECEIPT (not on order-dependent BOM)MORVUY LN# TYP = U REVERSE BKFLSH (not on order-dependent BOM)

OVAROVARC CUSTOM PRODUCT VARIANCE (positive)OVARC LABOR VARIANCE (positive)OVARC OVERHEAD VARIANCE (positive)


ITMC Inventory D (qty rcvd) × (std cost)

CNFA Internal WIP C (qty rcvd) × (std cost)



CNFA Misc Order Var C (qty rcvd) × (std cost)


CNFA Internal WIP D (rvrse qty) × (std cost)

ITMC Inventory C (rvrse qty) × (std cost)


CNFA Misc Order Var D (rvrse qty) × (std cost)


General Ledger 231


OVARC STANDARD COST VARIANCE (positive)OVARC MISCELLANEOUS ORDER VARIANCE (positive)

OVARC CUSTOM PRODUCT VARIANCE (negative)OVARC LABOR VARIANCE (negative)OVARC OVERHEAD VARIANCE (negative)OVARC STANDARD COST VARIANCE (negative)OVARC MISCELLANEOUS ORDER VARIANCE (negative)

OVARM LABOR VARIANCE (positive)OVARM MATERIAL USAGE VARIANCE (positive)OVARM OVERHEAD VARIANCE (positive)OVARM STANDARD COST VARIANCE (positive)OVARM MISCELLANEOUS ORDER VARIANCE (positive)

OVARM LABOR VARIANCE (negative)OVARM MATERIAL USAGE VARIANCE (negative)OVARM OVERHEAD VARIANCE (negative)OVARM STANDARD COST VARIANCE (negative)OVARM MISCELLANEOUS ORDER VARIANCE (negative)


CNFA variance account D (see CLOSE ORDER ANALYSIS for calculations)

CNFA Cust Prod WIP Inv C (see CLOSE ORDER ANALYSIS for calculations)


CNFA Cust Prod WIP Inv D (see CLOSE ORDER ANALYSIS for calculations)

CNFA variance account C (see CLOSE ORDER ANALYSIS for calculations)



CNFA Internal WIP Inv C (see CLOSE ORDER ANALYSIS for calculations)


CNFA Internal WIP Inv D (see CLOSE ORDER ANALYSIS for calculations)


General Ledger 232


OVARP LABOR VARIANCE (positive)OVARP OVERHEAD VARIANCE (positive)OVARP PO ISSUE VARIANCE (positive)OVARP STANDARD COST VARIANCE (positive)OVARP MISCELLANEOUS ORDER VARIANCE (positive)

OVARP LABOR VARIANCE (negative)OVARP OVERHEAD VARIANCE (negative)OVARP PO ISSUE VARIANCE (negative)OVARP STANDARD COST VARIANCE (negative)OVARP MISCELLANEOUS ORDER VARIANCE (negative)

PCSTPCSTAJ Purchase Order Cost Maintenance (increase cost)

PCSTAJ Purchase Order Cost Maintenance (decrease cost)

PICK



CNFA External WIP Inv C (see CLOSE ORDER ANALYSIS for calculations)


CNFA External WIP Inv D (see CLOSE ORDER ANALYSIS for calculations)



CNFA External WIP D (current component order cost) - (previ-ous component order cost)

CNFA PO Cost Change C (current component order cost) - (previ-ous component order cost)


CNFA PO Cost Change D (previous component order cost) - (cur-rent component order cost)

CNFA External WIP C (previous component order cost) - (cur-rent component order cost)

General Ledger 233


PICKC1 Total Unit Cost Recalculation (increase)

PICKC1 Total Unit Cost Recalculation (decrease)

PICKCI CO ISSUE (ship order)

PICKCI CO ISSUE (material)

PICKCI CO ISSUE (resource)


CP DETAIL Cust Prod Inv D [(new tot unit cst) – (old tot unit cst)] × (qty rcvd)

CNFA Cust Prod Variance C [(new tot unit cst) – (old tot unit cst)] × (qty rcvd)


CNFA Cust Prod Variance D [(new std cost) – (old std cost)] × (quantity)

CP DETAIL Cust Prod Inv C [(new std cost) – (old std cost)] × (quantity)


CUID/ITMC/CNFA

Cost of Goods Sold D (issue qty) × (item's std cost)

ITMC Inventory C (issue qty) × (item's std cost)


CP DETAIL Cust Prod WIP D (cmpnt issue qty) × (cmpnt std cost)

ITMC Inventory C (cmpnt issue qty) × (cmpnt std cost)


CP DETAIL Cust Prod WIP D (cmpnt issue qty) × (cmpnt total rolled mtl cost)

CNFA Manufacturing Exp C (cmpnt issue qty) × (cmpnt total rolled mtl cost)

CP DETAIL Cust Prod WIP D (cmpnt issue qty) × (cmpnt total rolled labor cost)

CNFA Resource Direct Lab C (cmpnt issue qty) × (cmpnt total rolled labor cost)

General Ledger 234


PICKCI CO ISSUE (Ln# Typ = V or W)

PICKCI CO ISSUE (Ln# Typ = X from Cust Prod Inv)

PICKCI CO ISSUE (Ln# Typ = X from Cust Prod WIP)

PICKCI CO ISSUE (Ln# Typ = X from WIP to Shipping Inventory)

PICKCX CO REVERSE ISSUE (material)

CP DETAIL Cust Prod WIP D (cmpnt issue qty) × (cmpnt total rolled fix + var ovhd)

CNFA Resource Overhead C (cmpnt issue qty) × (cmpnt total rolled fix + var ovhd)


CP DETAIL Cust Prod WIP D (cmpnt issue qty) × (cmpnt cost)

CP DETAIL Cust Prod Inv C (cmpnt issue qty) × (cmpnt cost)


CUID/ITMC/CNFA

Cost of Goods Sold D (issue qty) × (planned unit cost)

CP DETAIL Cust Prod Inv C (issue qty) × (planned unit cost)


CUID/ITMC/CNFA

Cost of Goods Sold D (issue qty) × (planned unit cost)

CP DETAIL Cust Prod WIP C (issue qty) × (planned unit cost)

CP DETAIL Cust Prod Inv D/C (issue qty) × (planned unit cost)


CP DETAIL Cust Prod Inv D (issue qty) × (planned unit cost)

CP DETAIL Cust Prod WIP C (issue qty) × (planned unit cost)


ITMC Inventory D (cmpnt rvrse qty) × (cmpnt std cost)

CP DETAIL Cust Prod WIP C (cmpnt rvrse qty) × (cmpnt std cost)

General Ledger 235


PICKCX CO REVERSE ISSUE (resource)

PICKCX CO REVERSE ISSUE (reverse ship)

PICKCX CO REVERSE ISSUE (Ln# Typ = V or W)

PICKCX CO REVERSE ISSUE (Ln# Typ = X to Cust Prod Inv)

PICKMI MO ISSUE (material)


CNFA Manufacturing Exp D (cmpnt rvrse qty) × (cmpnt total rolled matl cost)

CP DETAIL Cust Prod WIP C (cmpnt rvrse qty) × (cmpnt total rolled matl cost)

CNFA Resource Direct Lab D (cmpnt rvrse qty) × (cmpnt total rolled labor cost)

CP DETAIL Cust Prod WIP C (cmpnt rvrse qty) × (cmpnt total rolled labor cost)

CNFA Resource Overhead D (cmpnt rvrse qty) × (cmpnt total rolled fix + var ovhd)

CP DETAIL Cust Prod WIP C (cmpnt rvrse qty) × (cmpnt total rolled fix + var ovhd)


ITMC Inventory D (rvrse qty) × (item's std cost)

CUID/ITMC/CNFA

Cost of Goods Sold C (rvrse qty) × (item's std cost)


CP DETAIL Cust Prod Inv D (cmpnt rvrse qty) × (cmpnt cost)

CP DETAIL Cust Prod WIP C (cmpnt rvrse qty) × (cmpnt cost)


CP DETAIL Cust Prod Inv D (rvrse qty) × (planned unit cost)

CUID/ITMC/CNFA

Cost of Goods Sold C (rvrse qty) × (planned unit cost)


General Ledger 236


PICKMI MO ISSUE (resource)

PICKMX MO REVERSE ISSUE (material)

PICKMX MO REVERSE ISSUE (resource)

CNFA Internal WIP D (cmpnt issue qty) × (cmpnt std cost)



CNFA Internal WIP D (cmpnt issue qty) × (cmpnt total rolled mtl cost)


CNFA Internal WIP D (cmpnt issue qty) × (cmpnt total rolled labor cost)


CNFA Internal WIP D (cmpnt issue qty) × (cmpnt total rolled fix + var ovhd)




CNFA Internal WIP C (cmpnt rvrse qty) × (cmpnt std cost)


CNFA Manufacturing Exp D (cmpnt rvrse qty) × (cmpnt total rolled mtl cost)

CNFA Internal WIP C (cmpnt rvrse qty) × (cmpnt total rolled mtl cost)

CNFA Resource Direct Lab D (cmpnt rvrse qty) × (cmpnt total rolled labor cost

CNFA Internal WIP C (cmpnt rvrse qty) × (cmpnt total rolled labor cost


CNFA Internal WIP C (cmpnt rvrse qty) × (cmpnt total rolled fix + var ovhd)

General Ledger 237


PICKPI PO ISSUE (material)

PICKPI PO ISSUE (resource)

PICKPX PO REVERSE ISSUE (material)

PICKPX PO REVERSE ISSUE (resource)


CNFA External WIP D (cmpnt issue qty) × (cmpnt std cost)



CNFA External WIP D (cmpnt issue qty) × (cmpnt ATL mtl cost)

CNFA Manufacturing Exp C (cmpnt issue qty) × (cmpnt ATL mtl cost)

CNFA External WIP D (cmpnt issue qty) × (cmpnt ATL labor cost)

CNFA Resource Direct Lab C (cmpnt issue qty) × (cmpnt ATL labor cost)

CNFA External WIP D (cmpnt issue qty) × (cmpnt ATL fix + var ovhd)

CNFA Resource Overhead C (cmpnt issue qty) × (cmpnt ATL fix + var ovhd)



CNFA External WIP C (cmpnt rvrse qty) × (cmpnt std cost)


CNFA Manufacturing Exp D (cmpnt rvrse qty) × (cmpnt ATL matl cost)

CNFA External WIP C (cmpnt rvrse qty) × (cmpnt ATL matl cost)

CNFA Resource Direct Lab D (cmpnt rvrse qty) × (cmpnt ATL labor cost)

CNFA External WIP C (cmpnt rvrse qty) × (cmpnt ATL labor cost)

CNFA Resource Overhead D (cmpnt rvrse qty) × (cmpnt ATL fix + var ovhd)

General Ledger 238


POMTPOMT01 LINE ITEM CHANGE (Ln# Typ = V or W) (positive variance)

POMT01 LINE ITEM CHANGE (Ln# Typ = V or W) (negative variance)

PORVBPORVBR LN# TYP = B RECEIPT (on order-dependent BOM)

PORVBR LN# TYP = B RECEIPT (not on order-dependent BOM)

CNFA External WIP C (cmpnt rvrse qty) × (cmpnt ATL fix + var ovhd)








ITMC Inventory D (byproduct qty rcvd) × (byproduct std cost)

CNFA External WIP C (byproduct qty rcvd) × (byproduct std cost)

MCCFVEIDCNFA

(1)Puchasing (2)Purchase Price Var (3)Purchase Price Var

D/C PO variance (decrease/increase)

VEIDPOCF (1)Unvouchered A/P (2)Unvouchered A/P



ITMC Inventory D (byproduct qty rcvd) × (byproduct std cost)

CNFA Misc Order Var C (byproduct qty rcvd) × (byproduct std cost)

MCCFVEIDCNFA

(1)Purchasing (2)Purchase Price Var (3)Purchase Price Var

D/C PO variance (increase/decrease)


D/C PO variance (increase/decrease)

General Ledger 239


PORVBX LN# TYP = B REVERSE RECEIPT (on order-dependent BOM)

PORVBX LN# TYP = B REVERSE RECEIPT (not on order-dependent BOM)

PORVGPORVGR LN# TYP = G RECEIPT

PORVGV LN# TYP = G RETURN/SCRAP


CNFA External WIP D (byproduct rvrse qty) × (byproduct std cost)

ITMC Inventory C (byproduct rvrse qty) × (byproduct std cost)

MCCFVEIDCNFA






CNFA Misc Order Var D (byproduct rvrse qty) × (byproduct std cost)

ITMC Inventory C (byproduct rvrse qty) × (byproduct std cost)

MCCFVEIDCNFA






POMT Master Account No D (qty rcvd) × (PO unit price)


C (qty rcvd) × (PO unit price)

MCCFVEIDCNFA


D/C PO variance


D/C PO variance



D [(return qty) + (scrap qty)] × (PO unit price)

General Ledger 240


PORVGX LN# TYP = G REVERSE RECEIPT

PORVMPORVMR LN# TYP = M RECEIPT

PORVMV LN# TYP = M RETURN/SCRAP

POMT Master Account No C [(return qty) + (scrap qty)] × (PO unit price)

MCCFVEIDCNFA


D/C PO variance


D/C PO variance



D (rvrse qty) × (PO unit price)

POMT Master Account No C (rvrse qty) × (PO unit price)

MCCFVEIDCNFA






CNFA Internal WIP D (qty rcvd) × (PO unit price)



MCCFVEIDCNFA








CNFA Internal WIP C [(return qty) + (scrap qty)] × (PO unit price)

MCCFVEIDCNFA


D/C PO variance


D/C PO variance

General Ledger 241


PORVMX LN# TYP = M REVERSE RECEIPT

PORVPPORVPR LN# TYP = P RECEIPT (MB = B or S)

PORVPR LN# TYP = P RECEIPT (MB = M)




CNFA Internal WIP C (rvrse qty) × (PO unit price)

MCCFVEIDCNFA







VEIDCNFA (1)Purchase Price Var (2)Purchase Price Var

C (qty rcvd) × (std cost)


D (qty rcvd) × (PO unit price)




D (qty rcvd) × (ATL labor cost)

CNFA Applied Labor C (qty rcvd) × (ATL labor cost)


D (qty rcvd) × (ATL fix + var ovhd)

CNFA Applied Overhead C (qty rcvd) × (ATL fix + var ovhd)

MCCFVEIDCNFA








C (qty rcvd) × (std cost)


D (qty rcvd) × (PO unit price)

General Ledger 242


PORVPV LN# TYP = P RETURN/SCRAP (MB = B or S)

*Only on Average Actual systems when the PO unit price is not equal to the standard unit cost at the time of reversal.

PORVPV LN# TYP = P RETURN/SCRAP (MB = M)



MCCFVEIDCNFA







D [(return qty) + (scrap qty)] × (std cost)

ITMC Inventory C [(return qty) + (scrap qty)] × (std cost)




C [(return qty) + (scrap qty)] × (PO unit price)

CNFA Applied Labor D [(return qty) + (scrap qty)] × (ATL labor cost)


C [(return qty) + (scrap qty)] × (ATL labor cost)

CNFA Applied Overhead D [(return qty) + (scrap qty)] × (ATL fix + var ovhd)


C [(return qty) + (scrap qty)] × (ATL fix + var ovhd)

MCCFVEIDCNFA





CNFA AAC PO Var * D/C [(return qty) + (scrap qty)] x [(std cost) – (PO unit price)]



D [(return qty) + (scrap qty)] × (std cost)

ITMC Inventory C [(return qty) + (scrap qty)] × (std cost)



General Ledger 243



PORVPX LN# TYP = P REVERSE RECEIPT (MB = B or S)


PORVPX LN# TYP = P REVERSE RECEIPT (MB = M)


C [(return qty) + (scrap qty)] × (PO unit price)

MCCFVEIDCNFA


D/C PO variance (increase)






D (rvrse qty) × (std cost)





C (rvrse qty) × (PO unit price)

CNFA Applied Labor D (rvrse qty) × (ATL labor cost)


C (rvrse qty) × (ATL labor cost)

CNFA Applied Overhead D (rvrse qty) × (ATL fix + var ovhd)


C (rvrse qty) × (ATL fix + var ovhd)

MCCFVEIDCNFA








D (rvrse qty) × (std cost)


General Ledger 244



PORVSPORVSE LN# TYP = S BKFLSH RECEIPT (MB = B or S)PORVSR LN# TYP = S RECEIPT (MB = B or S)

PORVSE LN# TYP = S BKFLSH RECEIPT (MB = M)PORVSR LN# TYP = S RECEIPT (MB = M)




C (rvrse qty) × (PO unit price)

MCCFVEIDCNFA







ITMC Inventory D (parent qty rcvd) × (parent std cost)

CNFA External WIP C (parent qty rcvd) × (parent std cost)


D (parent qty rcvd) × (PO unit price)


C (parent qty rcvd) × (PO unit price)

CNFA External WIP D (parent qty rcvd) × (ATL mtl cost)

MCCFVEIDCNFA


C (parent qty rcvd) × (ATL mtl cost)

CNFA External WIP D (parent qty rcvd) × (ATL labor cost)

CNFA Applied Labor C (parent qty rcvd) × (ATL labor cost)

CNFA External WIP D (parent qty rcvd) × (ATL fix + var ovhd)

CNFA Applied Overhead C (parent qty rcvd) × (ATL fix + var ovhd)

MCCFVEIDCNFA






General Ledger 245


PORVSV LN# TYP = S RETURN/SCRAP (MB = B or S)

ITMC Inventory D (parent qty rcvd) × (parent std cost)

CNFA External WIP C (parent qty rcvd) × (parent std cost)


D (parent qty rcvd) × (PO unit price)


C (parent qty rcvd) × (PO unit price)

CNFA External WIP D (parent qty rcvd) × (ATL matl)


C (parent qty rcvd) × (ATL matl)

CNFA Standard Cost Var D (parent qty rcvd) × (ATL labor + ATL fix ovhd + ATL var ovhd)


C (parent qty rcvd) × (ATL labor + ATL fix ovhd + var ovhd)

MCCFVEIDCNFA






CNFA External WIP D (parent return + scrap qty) × (std cost)

ITMC Inventory C (parent return + scrap qty) × (std cost)


D (parent return + scrap qty) × (PO unit price) or total credit amount


C (parent return + scrap qty) × (PO unit price)


D (parent return + scrap qty) × (ATL mtl cost)

CNFA External WIP C (parent return + scrap qty) × (ATL mtl cost)

CNFA Applied Labor D (parent return + scrap qty) × (ATL labor cost)

CNFA External WIP C (parent return + scrap qty) × (ATL labor cost)

CNFA Applied Overhead D (parent return + scrap qty) × (ATL fixed ovhd + var ovhd)

CNFA External WIP C (parent return + scrap qty) × (ATL fixed ovhd + var ovhd)

MCCFVEIDCNFA

(1)Puchaseing (2)Purchase Price Var (3)Purchase Price Var


General Ledger 246


PORVSV LN# TYP = S RETURN/SCRAP (MB = M)

PORVSX LN# TYP = S REVERSE RECEIPT (MB = B or S)PORVSY LN# TYP = S REVERSE BKFLSH (MB = B or S)




CNFA External WIP D (parent return + scrap qty) × (std cost)

ITMC Inventory C (parent return + scrap qty) × (std cost)


D (parent return + scrap qty) × (PO unit price) or total credit amount


C (parent return + scrap qty) × (PO unit price)


D (parent return + scrap qty) × (ATL labor cost + ATL fixed ovhd + ATL var ovhd)

CNFA Standard Cost Var C (parent return + scrap qty) × (ATL labor cost + ATL fixed ovhd + ATL var ovhd)


D (parent return + scrap qty) × (ATL matl)

CNFA External WIP C (parent return + scrap qty) × (ATL matl)

MCCFVEIDCNFA






CNFA External WIP D (parent rvrse qty) × (parent std cost)

ITMC Inventory C (parent rvrse qty) × (parent std cost)

CNFA Misc Order Var D/C (parent rvrse qty × inv value) - order cost for total rolled value

CNFA External WIP D/C (parent rvrse qty × inv value) - order cost for total rolled value


D/C (parent rvrse qty × parent ATL value) - order cost for ATL value

CNFA External WIP D/C (parent rvrse qty × parent ATL value) - order cost for ATL value


D (parent rvrse qty) × (PO unit price)


C (parent rvrse qty) × (PO unit price)

General Ledger 247


PORVSX LN# TYP = S REVERSE RECEIPT (MB = M)PORVSY LN# TYP = S REVERSE BKFLSH (MB = M)

PORVU


D (parent rvrse qty) × (ATL mtl cost)

CNFA External WIP C (parent rvrse qty) × (ATL mtl cost)

CNFA Applied Labor D (parent rvrse qty) × (ATL labor cost)

CNFA External WIP C (parent rvrse qty) × (ATL labor cost)

CNFA Applied Overhead D (parent rvrse qty) × (ATL fix + var ovhd)

CNFA External WIP C (parent rvrse qty) × (ATL fix + var ovhd)

MCCFVEIDCNFA






CNFA External WIP D (parent rvrse qty) × (parent std cost)

ITMC Inventory C (parent rvrse qty) × (parent std cost)

CNFA Misc Order Var D/C (parent rvrse qty × inv value) - order cost for total rolled value

CNFA External WIP D/C (parent rvrse qty × inv value) - order cost for total rolled value


D/C (parent rvrse qty × parent ATL value) - order cost for ATL value

CNFA External WIP D/C (parent rvrse qty × parent ATL value) - order cost for ATL value


D (parent rvrse qty) × (PO unit price)


C (parent rvrse qty) × (PO unit price)


D (parent rvrse qty) × (ATL labor cost + ATL fix ovhd + ATL var ovhd)

CNFA External WIP C (parent rvrse qty) × (ATL labor cost + ATL fix ovhd + ATL var ovhd)

MCCFVEIDCNFA





General Ledger 248


PORVUR LN# TYP = U RECEIPT (on order-dependent BOM)

PORVUX LN# TYP = U REVERSE RECEIPT (on order-dependent BOM)

PORVUX LN# TYP = U REVERSE RECEIPT (not on order-dependent BOM)

PORVV and PORVWPORVVR LN# TYP = V RECEIPTPORVWR LN# TYP = W RECEIPT


ITMC Inventory D (tool qty rcvd) × (tool std cost)

CNFA External WIP C (tool qty rcvd) × (tool std cost)

MCCFVEIDCNFA






CNFA External WIP D (tool rvrse qty) × (tool std cost)


MCCFVEIDCNFA






CNFA Misc Order Var D (tool rvrse qty) × (tool std cost)


MCCFVEIDCNFA






CP DETAIL Cust Prod Inv D (qty rcvd) × (PO unit price)



MCCFVEIDCNFA



General Ledger 249


PORVVV LN# TYP = V RETURN/SCRAPPORVWV LN# TYP = W RETURN/SCRAP

PORVVX LN# TYP = V REVERSE RECEIPTPORVWX LN# TYP = W REVERSE RECEIPT

SHIPSHIPCI CO SHIPMENT (Ln# Typ = C)

SHIPCI CO SHIPMENT (Ln# Typ = X from Cust Prod Inv)






CP DETAIL Cust Prod Inv C [(return qty) + (scrap qty)] × (PO unit price) or total credit amount

MCCFVEIDCNFA








CP DETAIL Cust Prod Inv C (rvrse qty) × (PO unit price)

MCCFVEIDCNFA






CUID/ITMC/CNFA

Cost of Goods Sold D (shipment qty) × (item standard cost)

ITMC Inventory C (shipment qty) × (item standard cost)


General Ledger 250


SHIPCI CO SHIPMENT (Ln# Typ = X from Cust Prod WIP)

SHIPCX CO REVERSE SHIPMENT (Ln# Typ = C)

SHIPCX CO REVERSE SHIPMENT (Ln# Typ = X to Cust Prod Inv)

SUNDSUND50 SUNDRY MISCELLANEOUS DISBURSEMENT (positive and negative)

SUND51 SUNDRY DISBURSEMENT BANK CHARGE (positive and negative)

CUID/ITMC/CNFA

Cost of Goods Sold D (shipment qty) × (planned unit cost)

CP DETAIL Cust Prod Inv C (shipment qty) × (planned unit cost)


CUID/ITMC/CNFA

Cost of Goods Sold D (shipment qty) × (planned unit cost)

CP DETAIL Cust Prod WIP C (shipment qty) × (planned unit cost)


ITMC Inventory D (shipment qty) × (item standard cost)

CUID/ITMC/CNFA

Cost of Goods Sold C (shipment qty) × (item standard cost)


CP DETAIL Cust Prod Inv D (shipment qty) × (planned unit cost)

CUID/ITMC/CNFA

Cost of Goods Sold C (shipment qty) × (planned unit cost)


n/a user-defined offset acct D/C sundry disbursement amount (type 50)

BKMT Cash Account No D/C sundry disbursement amount (type 50)


BKMT Bank Charge D/C bank charge amount (type 51)

General Ledger 251


SUND52 SUNDRY DISBURSEMENT BANK COMMISSION (positive and negative)

SUND55 SUNDRY BANK ADJUSTMENT (increase and decrease)

SUNRSUNR70 SUNDRY MISCELLANEOUS RECEIPT (increase and decrease)

SUNR71 SUNDRY RECEIPT BANK CHARGE (increase and decrease)

SUNR72 SUNDRY RECEIPT BANK COMMISSION (increase and decrease)

SUPDSUPD50 PRIOR PERIOD SUNDRY MISCELLANEOUS DISBURSEMENT (positive

BKMT Cash Account No D/C bank charge amount (type 51)


BKMT Bank Commission D/C bank commission amount (type 52)

BKMT Cash Account No D/C bank commission amount (type 52)


BKMT Cash Account No D/C positive bank adjustment of G/L cash (type 55)

n/a user-defined offset acct D/C positive bank adjustment of G/L cash (type 55)


BKMT Cash Account No D/C miscellaneous receipt amount (type 70)

n/a user-defined offset acct D/C miscellaneous receipt amount (type 70)


BKMT Cash Receipts Bank Charge D/C bank charge amount (type 71)



BKMT Cash Receipts Bank Commission D/C bank commission amount (type 72)


General Ledger 252


and negative)

SUPD51 PRIOR PERIOD SUNDRY DISBURSEMENT BANK CHARGE (positive and negative)

SUPD52 PRIOR PERIOD SUNDRY DISBURSEMENT BANK COMMISSION (positive and negative)

SUPD55 PRIOR PERIOD SUNDRY BANK ADJUSTMENT (increase and decrease)

SUPRSUPR70 PRIOR PERIOD SUNDRY MISCELLANEOUS RECEIPT (increase and decrease)

SUPR71 PRIOR PERIOD SUNDRY RECEIPT BANK CHARGE (increase and decrease)


n/a user-defined offset acct D/C sundry disbursement amount (type 50)

BKMT Cash Account No D/C sundry disbursement amount (type 50)


BKMT Bank Charge D/C bank charge amount (type 51)



BKMT Bank Commission D/C bank commission amount (type 52)



BKMT Cash Account No D/C bank adjustment of G/L cash (type 55)

n/a user-defined offset acct D/C bank adjustment of G/L cash (type 55)


BKMT Cash Account No D/C miscellaneous receipt amount (type 70)

n/a user-defined offset acct D/C miscellaneous receipt amount (type 70)


General Ledger 253


SUPR72 PRIOR PERIOD SUNDRY RECEIPT BANK COMMISSION (increase and decrease)

TRUDTRUDCI CO ISSUE

TRUDCX CO REVERSE ISSUE

BKMT Cash Receipts Bank Charge D/C bank charge amount (type 71)



BKMT Cash Receipts Bank Commission D/C bank commission amount (type 72)



CP DETAIL Cust Prod WIP D (cmpnt issue qty) × (cmpnt total rolled mtl cost)


CP DETAIL Cust Prod WIP D (cmpnt issue qty) × (cmpnt total rolled labor cost)


CP DETAIL Cust Prod WIP D (cmpnt issue qty) × (cmpnt total rolled fix + var ovhd)



CNFA Manufacturing Exp D (cmpnt rvrse qty) × (cmpnt total rolled matl cost)

CP DETAIL Cust Prod WIP C (cmpnt rvrse qty) × (cmpnt total rolled matl cost)

CNFA Resource Direct Lab D (cmpnt rvrse qty) × (cmpnt total rolled labor cost)

CP DETAIL Cust Prod WIP C (cmpnt rvrse qty) × (cmpnt total rolled labor cost)


General Ledger 254


TRUDMI MO ISSUE

TRUDMX MO REVERSE ISSUE

TRUDPI PO ISSUE

CP DETAIL Cust Prod WIP C (cmpnt rvrse qty) × (cmpnt total rolled fix + var ovhd)


CNFA Internal WIP D (cmpnt issue qty) × (cmpnt total rolled mtl cost)


CNFA Internal WIP D (cmpnt issue qty) × (cmpnt total rolled labor cost)


CNFA Internal WIP D (cmpnt issue qty) × (cmpnt total rolled fix + var ovhd)



CNFA Manufacturing Exp D (cmpnt issue qty) × (cmpnt total rolled mtl cost)

CNFA Internal WIP C (cmpnt issue qty) × (cmpnt total rolled mtl cost)

CNFA Resource Direct Lab D (cmpnt issue qty) × (cmpnt total rolled labor cost)

CNFA Internal WIP C (cmpnt issue qty) × (cmpnt total rolled labor cost)

CNFA Resource Overhead D (cmpnt issue qty) × (cmpnt total rolled fix + var ovhd)

CNFA Internal WIP C (cmpnt issue qty) × (cmpnt total rolled fix + var ovhd)


CNFA External WIP D (cmpnt issue qty) × (cmpnt ATL mtl cost)

CNFA Manufacturing Exp C (cmpnt issue qty) × (cmpnt ATL mtl cost)

General Ledger 255


TRUDPX PO REVERSE ISSUE

Close Order Analysis: OVARThe OVAR (Close Order Analysis/Order Variance) task analyzes closed customer (OVARC), manufacturing (OVARM) and purchase (OVARP) orders to determine if adjustments to the WIP accounts are necessary. The OVAR task calculates the following variances using the accounts defined on the CNFA (Configuration of Interface Account Numbers) screen.

CNFA External WIP D (cmpnt issue qty) × (cmpnt ATL labor cost)

CNFA Resource Direct Lab C (cmpnt issue qty) × (cmpnt ATL labor cost)

CNFA External WIP D (cmpnt issue qty) × (cmpnt ATL fix + var ovhd)

CNFA Resource Overhead C (cmpnt issue qty) × (cmpnt ATL fix + var ovhd)


CNFA Manufacturing Exp D (cmpnt rvrse qty) × (cmpnt ATL matl cost)

CNFA External WIP C (cmpnt rvrse qty) × (cmpnt ATL matl cost)

CNFA Resource Direct Lab D (cmpnt rvrse qty) × (cmpnt ATL labor cost)

CNFA External WIP C (cmpnt rvrse qty) × (cmpnt ATL labor cost)

CNFA Resource Overhead D (cmpnt rvrse qty) × (cmpnt ATL fix + var ovhd)

CNFA External WIP C (cmpnt rvrse qty) × (cmpnt ATL fix + var ovhd)

Variance Trans Code

Custom Product OVARC

Labor OVARC, OVARM and OVARP

Material Usage OVARC and OVARM

Miscellaneous Order OVARC, OVARM and OVARP

Overhead OVARC, OVARM and OVARP

PO Issue OVARP

Standard Cost OVARC, OVARM and OVARP

General Ledger 256


The calculations for these variances are presented here.

Custom Product VarianceA custom product variance results when either the cost of outside materials/services changes or the cost of the custom product changes. The component costs calculated are only those for Ln# Typ = V or W.

Calculation =total outside costs – [S (component qty issued × current cost)] + [(parent qty received × planned unit cost) – (parent qty received × cost at issue time)] + [(calculated planned unit cost – planned unit cost) × parent qty received]

total outside costs =[Sum(component qty issued × cost at issue time)]

planned unit cost =(planned material cost + planned labor cost + planned overhead cost + planned outside cost) / parent qty ordered

calculated planned unit cost =(calculated planned material cost + calculated planned labor cost + calculated planned overhead cost + calculated planned outside cost) / parent qty ordered

Labor VarianceResource Component NE 2Calculation =(actual labor reported) – [(parent qty rcvd)× (parent ATL std labor cost)]

Resource Component EQ 2Resource components (component type = R) are summed as:Sum[(resource qty reported – resource qty required) × (resource std labor cost)] + [(parent qty ordered – parent qty rcvd) × (parent rolled ATL labor cost)]

(parent rolled ATL labor cost) =rolled ATL labor cost based on the bill of material effective at the time the OVAR task is run.

Material Usage VarianceCalculation =(issue variance) + (yield variance) + (scrap variance)

(issue variance) =Sum[(component qty issued) – (component qty required)] × (component std cost)

(yield variance) =[(parent qty ordered) – (parent qty rcvd)] × (parent rolled material cost)

(parent rolled material cost) =rolled material cost based on the bill of material effective at the time the OVAR task is run.

(scrap variance) is not calculated at present.

Miscellaneous Order VarianceCalculation =(material substitution variance) + (methods variance) + (byproduct/tool variance) + (roll-up variance)

General Ledger 257


Mtl Subst Variance(total material variance) – [(issue variance) + (yield variance) + (material standard cost variance) + (material roll-up variance) + (byproduct/tool variance)]

(total material variance) =[Sum(material qty issued × std cost at issue time) – Sum(byproduct/tool qty rcvd × std cost at receipt time)] – (parent qty rcvd) × [(parent std cost) – (parent ATL std labor + fixed overhead + variable overhead cost)]

Methods Variance(total resource variance) – [(labor variance) + (overhead variance) + (labor and overhead standard cost variance) + (labor and overhead roll-up variance)]

(total resource variance) =Sum(resource qty reported × labor std cost at reporting time) + [Sum(resource qty reported) × (fixed overhead + variable overhead standard cost at reporting time)] – [(parent qty rcvd) × (parent ATL std labor + fixed overhead + variable overhead cost)]

Byprod/Tool Variance[Sum(byproduct/tool return qty ordered – byproduct/tool return qty rcvd) × (current std cost)] + [(parent qty received– parent qty ordered) × (rolled byproduct/tool cost)]

(rolled byproduct/tool cost) =rolled cost based on the bill of material effective at the time the OVAR task is run.

Roll-up Variance(material roll-up variance) + (labor cost roll-up variance) + (overhead cost roll-up variance)

(material roll-up variance) =[(parent rolled material cost) – ((parent standard cost) – (parent ATL standard labor + fixed overhead + variable overhead cost))] × (parent qty received)


(labor cost roll-up variance) =[(parent rolled labor cost) – (parent ATL standard labor cost)] × (parent qty received)

(parent rolled labor cost) =rolled labor cost based on the bill of material effective at the time the OVAR task is run.

(overhead cost roll-up variance) =[(parent rolled overhead cost) – (parent ATL standard fixed overhead + variable overhead cost)] × (parent qty received)

(parent rolled overhead cost) =rolled fixed plus variable overhead cost based on the bill of material effective at the time the OVAR task is run.

Overhead VarianceResource Component NE 2Calculation =(calculated overhead reported) – [(parent qty rcvd)× (parent ATL std fixed overhead + variable overhead cost)]

Resource Component EQ 2Resource components (component type = R) are summed as:[Sum(resource qty reported – resource qty required) × (resource fixed overhead+ variable

General Ledger 258


overhead std cost)] + [(parent qty ordered – parent qty rcvd) × (parent rolled ATL fixed overhead + variable overhead cost)]

(parent rolled ATL fixed overhead + variable overhead cost) =rolled ATL fixed and variable overhead costs are based on the bill of material effective at the time the OVAR task is run.

PO Issue VarianceThe PO Issue Variance is generated by Ln# Typ = S line items only.

Calculation =(issue variance) + (yield variance) + (scrap variance)

(issue variance) =Sum[(component qty issued) – (component qty required)] × (component std cost)

(yield variance) =[(parent qty ordered) – (parent qty rcvd)] × (parent rolled material cost)


(scrap variance) is not calculated at present.

Standard Cost VarianceThe OVAR (Close Order Analysis/Order Variance) task generates a standard cost variance if the standard costs of the parent or components are changed during the life of the order. In an average actual costing system, use the CSTU (Actual Cost Update) task to record variances and update the line status from 5 to 6.

OVARC and OVARMCalculation =(material std cost variance) + (labor std cost variance)+ (overhead std cost variance) – [(parent qty rcvd× std cost at receipt time) – (parent qty rcvd × current std cost)]

(material std cost variance) =[Sum(material qty issued × std cost at issue time) – Sum(material qty issued × current std cost)] + [Sum(byproduct/tool qty rcvd × current std cost) – Sum(byproduct/tool qty rcvd × std cost at receipt time)]

(labor std cost variance) =Sum(resource qty reported × std cost at reporting time) – Sum(resource qty reported × current std cost)

(overhead std cost variance) =[Sum(resource qty reported) × (fixed overhead + variable overhead std cost at reporting time)] – [Sum(resource qty reported) × (fixed overhead + variable overhead std cost)]

OVARPCalculation =(material std cost variance) + (labor std cost variance) + (overhead std cost variance) – [(parent qty received × std cost at receipt time) – (parent qty received × current std cost)]

(material std cost variance) =[Sum(material qty issued × std cost at issue time) – Sum(material qty issued × current std cost)] + [Sum(byproduct/tool qty rcvd × current std cost) – Sum(byproduct/tool qty rcvd × std cost at receipt time)]

General Ledger 259


(labor std cost variance) =[Sum(ATL labor at time of rcpt × qty rcvd) – (parent qty rcvd × ATL labor)]

(overhead std cost variance) =Sum(ATL overhead at time of rcpt × qty rcvd) – [parent qty rcvd × (ATL fixed overhead + ATL variable overhead)]

General Ledger 260

Fourth Shift Release 7.50 G/L Master Account Recap

G/L Master Account RecapUse this window to review the net impact of a batch before or after posting the batch. The G/L Master Account Recap window displays the debits, credits and net activity by master account for this batch as well as organization and account descriptions for each master account.

Features



Reports

G/L Master Account RecapLists each master account including the account description, debits, credits and net activity as well as batch information.



FieldsAcct


Where Used: APRG; ARCJ; ARIR; ARRJ; BKCJ; CINV; G/L Account Group/No List; G/L Account No List; G/L Distribution (APSM Module); G/L Distribution (ARSM Module); G/L Distribution (CSHM Module); G/L Master Account Detail; G/L Master Account Recap; G/L


Previous screen ESC



General Ledger 261


Recurring/Template Trans Detail; G/L Transaction Detail; GLAG; GLAT; GLAU; GLAW; GLBL; GLBU; GLCA; GLCI; GLDQ; GLGQ; GLJD; GLJE; GLJI; GLJL; GLJP; GLJR; GLMA; RTEX; RTPR; Sales and COGS Account Numbers; WIPR

CreditsCredits is the total value of credit entries impacting a master account for a specific batch. Entry is up to 999,999,999.99.


DebitsDebits is the total value of debit entries impacting a master account for a specific batch. Entry is up to 999,999,999.99.









Where Used: G/L Distribution (APSM Module); G/L Distribution (ARSM Module); G/L Distribution (CSHM Module); G/L Master Account Detail; G/L Master Account Recap; G/L Org No List; G/L Organization Group/No List; G/L Recurring/Template Trans Detail; G/L

General Ledger 262


Transaction Detail; GLAV; GLBL; GLDQ; GLGQ; GLJD; GLJE; GLJI; GLJP; GLJR; GLMA; GLOS; GLOT; GLOW; RTEX; RTPR; WIPR



General Ledger 263

Fourth Shift Release 7.50 GLJE – G/L Journal Entry

GLJE – G/L Journal EntryUse the G/L Journal Entry screen to add batches, add transactions to existing batches, change batches, delete transactions from batches and delete an entire batch. All posted and unposted batches currently in the system may be viewed.


• The GLJE (G/L Journal Entry) screen allows you to view and update batches.

• The GLJI (G/L Journal Entry Inquiry) screen only allows you to view this information.


Features



Web Links





Foreign Cash Reference available from Line Item section on the GLJE screen (if MCMM is installed and a foreign cash reference exists)

ALT+F8


G/L Account No List Master Account No field on the GLJE screen

ALT+F4

G/L Org No List Master Account No field on the GLJE screen

ALT+F4


Any open field except Master Account No

ALT+F4

General Ledger 264


If you use Web UI, you can link to other screens by clicking tabs or hyperlinks.

Reports

G/L Journal EntryLists all transactions in a specific batch and includes a master account impact summary.



Screen Reference

Before You BeginThe GLJE screen allows you to enter manual journal entries and view all the batches currently in the system. The GLJE screen is also used to correct transactions from out-of-balance batches (Batch Status = E) or other batches rejected, by the GLAU (G/L Account Update) task, when Error Handling = R. All posted, unposted and deleted batches currently on-line can be viewed on the GLJE screen. Batches are considered system-generated or manual.

Note: System-generated transactions beyond 9,950 lines go into a new batch.

System-generated batches come from the following sources:

• Internal (Fourth Shift) manufacturing; placed in a module communication file for batching by the general ledger module communication transaction task (Batch Type = C)

• Internal (Fourth Shift) general ledger; consolidated activity placed in a module communication file and batched by the GLCO (G/L Consolidation Process) screen (Batch Type = C, M or S)

• Internal (Fourth Shift) accounts payable, accounts receivable and invoicing; automatically batched (Batch Type = A)

• Internal (Fourth Shift) allocations; created by the ALRN (Allocations Run) task (Batch Type = L)



Foreign Cash Ref Tab at top of screen

GLSS (G/L Batch Submission Status) Next Step button

GLDQ (G/L Detail Account Inquiry) Screen label: Master Account No

GLMA ( G/L Master Accounts) Screen label: Master Account No


GLJE (G/L Journal Entry) Screen label: No (only from GLJI)

General Ledger 265


• External (non-Fourth Shift); placed in a module communication file for batching by the GLMQ task (Batch Type = C)

• Recurring entries; set up on the GLJR (G/L Journal Entry--Recurring/Template) screen and generated by the GLPC (G/L Period Close) task (Batch Type = N, M, or S)

• Reversal entries; set up on the GLJE screen and generated by the GLAU task (Batch Type = N, M, or S)

Manual batches can all have a Batch Type = N, M, or S and come from the following sources:

• Journal entries on the GLJE screen

• Prior period entries on the GLJP screen

• Template entries initially created on the GLJR screen and transferred to the GLJE screen

Maintenance is not available for posted, recurring, deleted, prior-period, reversal, or allocation batches.

Template entries, set up on the GLJR screen, can be used as a time-saving data entry feature. By moving to the GLJE screen directly from the GLJR screen, values for both batch identification and transactions, entered on the GLJR screen, default to create a new batch on the GLJE screen.

FormatThe G/L Journal Entry screen has two sections: Batch Header and Transaction Detail.

Use the Batch Header section to identify the batch number, type, status, description, journal entry number and accounting period. The Batch Header section can also identify a batch to be reversed. Batch source code, total and last maintenance date are displayed for the batch. A default master account number can be specified on the GLJE screen to reduce data entry effort.

Use the Transaction Detail section to add, change or delete transactions in a batch before the account update process. Account updating is done by the GLAU task.



Where Used: A/P Invoice Matching Detail; A/P Invoices by PO/Seqn; Accrual Basis Period Detail; APCP; APCV; APCW; APDS; APID; APIE; APII; APPA; APPD; APPO; ARCD; ARCP; ARCR; ARPD; BKBL; BKCB; BKCJ; BKFT; BKRC; BKTR; Cash Basis Period Detail; Cash Set Selection; Cash Set Selection Setup; CSCP; CSPG; G/L Distribution (APSM Module); G/L

Batch Source Available Maintenance

Intern/External (Batch Type = C) add, change, delete

Internal (Batch Type = A) change

Journal entries on GLJE (Batch Type = M, N, S)

add, change, delete

General Ledger 266


Distribution (ARSM Module); G/L Distribution (CSHM Module); G/L Transaction Detail; GLAU; GLBU; GLCO; GLDQ; GLHP; GLJD; GLJE; GLJI; GLJL; GLMQ; GLPC; GLSI; GLSS; GLTG; Inventory History List; Invoice Header Detail; Invoice Line Item Detail; Item History; ITHC; ITHR; IVIE; IVII; SUND; SUNR; SUPD; SUPR








Y = Yes. Create a reversing batch.




General Ledger 267
















General Ledger 268












DfltMaster Account Number Default is used to reduce data entry effort. The Master Account Number Default is the portion of the master account number to be displayed for each transaction. Entry is up to 20 alphanumeric characters.

Where Used: G/L Recurring/Template Trans Detail; G/L Transaction Detail; GLCF; GLJE; GLJI; GLJP; GLJR



General Ledger 269













Where Used: G/L Distribution (APSM Module); G/L Distribution (ARSM Module); G/L Distribution (CSHM Module); G/L Master Account Detail; G/L Master Account Recap; G/L Org No List; G/L Organization Group/No List; G/L Recurring/Template Trans Detail; G/L

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Transaction Detail; GLAV; GLBL; GLDQ; GLGQ; GLJD; GLJE; GLJI; GLJP; GLJR; GLMA; GLOS; GLOT; GLOW; RTEX; RTPR; WIPR









General Ledger 271




General Ledger 272

Fourth Shift Release 7.50 G/L Transaction Detail

G/L Transaction DetailUse this screen to view or maintain additional transaction detail information for a batch. The G/L Transaction Detail screen identifies the specific batch, journal entry number, accounting period and last maintenance date for the batch. Additional transaction detail includes the Trans Code and User Id for the transaction as well as ten reference fields.

Batch header information is identified in the upper part of the screen. Transaction detail is displayed below the batch header information along with any associated reference information. See Reference Fields under the Financial Transaction Processing Administration topic in the Setting Up the General Ledger Module section for a list of which reference fields are associated with each Trans Code. When module communication transactions are summarized (Detail/Summary = S), the Trans Description = SUMMARIZED and no reference information is displayed. Reference information can be added to manual transactions and changed for module communication transactions.

Features





Previous Screen ESC






GLMA (G/L Master Accounts) Screen label: No

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FieldsAcct



Acctg PeriodAccounting Period is the period and year based on the transaction date. Entry is 2 numbers representing the period and 2 numbers identifying the last 2 digits of the fiscal year (1980 to 2079).


Bank Curr CodeCurrency Code identifies the source or target currency associated with the trading partner or bank.






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General Ledger 275

















General Ledger 276



Currency CodeCurrency Code identifies the source or target currency associated with the trading partner or bank.












AUT = System-assigned when Batch Type = A

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COM = System-assigned when Batch Type = CALC = System-assigned when Batch Type = LUser-defined = Required for manual batches Batch Type = M, N or S



Journal Generated by Trans CodeJournal Generated by Transaction Code identifies the source of the journal entry.

Where Used: G/L Recurring/Template Trans Detail; G/L Transaction Detail







ReferenceReference is information that further describes a specific transaction or gives additional audit trail information, if available. Not all Reference fields contain data for every transaction. Reference information can also be added for manually created transactions. Entry is any alphanumeric combination of up to 30 characters.

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Where Used: G/L Recurring/Template Trans Detail; G/L Trans Description Definition; G/L Transaction Detail







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Fourth Shift Release 7.50 Foreign Cash Reference

Foreign Cash ReferenceUse this window to record the corresponding foreign cash entries for a specific journal entry. The local amount resulting from the foreign cash transaction is entered as the transaction amount on the GLJE (G/L Journal Entry) screen. Reference information is displayed on the G/L Transaction Detail screen.

Features





Screen Reference

Foreign Cash Reference – FormatThe Foreign Cash Reference window has two sections: Master Account and Transaction Detail.


Previous screen ESC





G/L Journal Entry Tab at top of screen


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Use the Master Account section to identify the transaction sequence number, master account number and debit/credit indicator.

Use the Transaction Detail section to add, change or delete transaction detail information for a specific foreign cash transaction. The Local Currency Amount is entered as the debit or credit amount on the GLJE screen once all foreign cash information is entered. Transaction detail, such as Document and original currency information, are displayed on the G/L Transaction Detail screen for the transaction.

FieldsCurr Code






Curr DescriptionCurrency Description is the user-defined description of the currency record. The Currency Description identifies the currency in effect for the current multi-currency transaction. Entry is any alphanumeric combination of up to 15 characters.

Where Used: APRL; Cash Basis Period Detail; CCEX; CCMT; EXRU; Foreign Cash Reference; IVPP; POCR

D/CDebit/Credit Code identifies the distribution amount as a debit or a credit. Debit/Credit Codes are:

D = DebitC = Credit

Where Used: ARCJ; ARIR; ARRJ; ARTX; BKCJ; Foreign Cash Reference; IVPR; IVRR

DocumentDocument is a user-defined identifier for the foreign cash transaction. Entry is up to 15 alphanumeric characters.

Where Used: Foreign Cash Reference

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Ex RateExchange Rate is the rate used to convert local and non-local currency amounts. Since conversions for EMU member states require triangulation through the euro currency, two exchange rates may be displayed. Entry must be greater than zero and up to 9999999999 preceded by a calculation operator * or /.

Where Used: APCW; APDS; APPD; APRL; APRQ; ARCD; ARIP; ARPD; BKFT; Customer; Customer Item + General; Customer Order; EXRU; Foreign Cash Reference; Line Item Details + General; Multi-Currency; Open Order Detail; POMI; POMT; Purchase Order Line Item Detail; Reconciliation Detail; SUND; SUNR; SUPD; SUPR

Foreign AmountForeign Currency Amount is the currency amount of the transaction based on the exchange rate. The Foreign Currency Amount is entered or calculated based on the entries made in the exchange rate and Local Currency Amount fields. Entry in this field is up to 99999999999999.


Foreign Currency CodeForeign Currency Code identifies the currency used for this foreign cash transaction. The currency code must be the same currency code assigned to the G/L account portion of the master account number if one is assigned to the G/L account. The local currency code (00000) is not allowed. Entry is any alphanumeric combination up to 5 characters.


Local AmountLocal Currency Amount is the value of the foreign cash transaction in your currency. The Local Currency Amount is entered or calculated based on the entries made in the Foreign Currency Amount and exchange rate fields. Entry in this field is up to 99999999999999.




OptionOption is used to set the conversion option for calculating the foreign cash entries for a specific journal entry. Entry options include:

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L = Local. Local currency amounts convert to foreign amounts.

F = Foreign. Foreign currency amounts convert to local amounts.

E = Exchange Rate. Exchange rate will be calculated based on local and foreign currency amounts.


Original Currency AmountOriginal Currency Amount is a reference field which allows you to enter the amount of the foreign cash transaction based on the originating currency. Entry is up to 99999999999999.


Original Currency DescriptionOriginal Currency Description is a reference field which allows you to enter a description of the foreign cash transaction based on the originating currency. Entry is up to 15 alphanumeric characters.








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Fourth Shift Release 7.50 GLJP – G/L Journal Entry-Prior Period Adjustment

GLJP – G/L Journal Entry-Prior Period AdjustmentUse this screen to restate the general ledger by means of manual transactions posted to a prior accounting period. These adjusting transactions might be necessary due to a correction, omission of a previous entry or a reorganization. Only prior period batches are viewed and maintained on the GLJP screen. Use the GLJE/GLJI (G/L Journal Entry/Inquiry) screen to view all batches currently in the system. Retained earnings entries are created and master account balances are updated automatically by the GLAU (G/L Account Update) task when a batch for a prior year is posted.

If the CSHM (Cash Management) Module is installed, use the SUPD (Sundry Prior Period Disbursements) or SUPR (Sundry Prior Period Receipts) screen to enter prior period transactions with cash master account numbers. Use the APPD (A/P Prior Period Disbursements) or ARPD (A/R Prior Period Cash Deposits) screen to view prior period cash receipts and disbursements.

Features












Any open field except Master Account No

ALT+F4






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Reports

G/L Journal Entry-Prior Period AdjustmentLists all the transactions in the prior period batch and includes a master account impact summary.



Screen Reference

GLJP FormatThe G/L Journal Entry-Prior Period Adjustment screen has two sections: Batch Header and Transaction Detail.

Use the Batch Header section to identify the batch number, type, status, description, journal entry number and prior accounting period. Batch source code, total and last maintenance date are displayed for the batch.

Use the Transaction Detail section to add, change or delete transactions in a batch before the account update process. Account updating is done by the GLAU (G/L Account Update) task.

FieldsAcct





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General Ledger 286
















General Ledger 287















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Prior Acctg PeriodPrior Accounting Period is any valid accounting period previous to the current accounting period. Entry is a number between 01 and the number of periods identified in the accounting cycle.

Where Used: GLJP




Where Used: A/P 1099 Distribution; A/P Payment Application Detail; A/P Payment Void Detail; A/P Received Item List; A/P Receiving Detail; A/R Payment Application Detail; APAH; APDS; APEX; APID; APIE; APII; APIR; APIV; APPA; APPD; APPI; APPO; APTX; ARAH; ARCD; AREX; ARIC; ARIH; ARPD; ARPH; ARSR; BAMT; Bank Payment Approval; BILI; BILL; BKMT; Browse Setup (customer); Browse Setup (item); Browse Setup (vendor); CACF; CCAN; CCAT; CCEX; CCMT; CIMT; CMCF; CMTA; CMTI; CNFA; COAN; COMI; COMT; Contract Item Detail/Pricing; CORV; CPMT; CUID; CUII; CUSI; CUST; FCMT; FCST; G/L Account Group/No List; G/L Account No List; G/L Batch Detail; G/L Journal Entry List; G/L Master Account Recap; G/L Org No List; G/L Org/Acct Group List; G/L Organization Group/No List; G/L Report List; G/L Source Code List; GLAG; GLAV; GLBD; GLCA; GLCI; GLDQ;

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GLEX; GLGQ; GLJD; GLJE; GLJI; GLJP; GLJR; GLMA; Global Extended Text Selection; GLOS; GLRD; GLRL; GLSC; GLSI; GLSS; ITBI; ITCB; Item Master; Item Shortages; ITMB; ITMI; ITPB; ITPI; IVCO; IVIA; IVIE; IVII; IVRV; LMMT; Location Selection Setup; MCST; MOAN; MOMI; MOMT; MORI; MORV; MPED; MPIT; MSMT; NMTA; OPSL; Orders on Shipment; ORST; Packaging Detail; PASS; PBCI; PBCT; PBMI; PBMT; PCMT; PCST; PICI; PICK; POAN; POAS; POCI; POCT; POMI; POMT; PORI; PORV; REDI; RTMT; RVED; SBOL; Selection Setup; Serial Number List; Serial Numbers Shipped; SHIP; Shipments by Line Item; SHPI; SSII; STAD; SUND; SUNR; SUPD; SUPR; TEXT; TXTA; VAT Summary (APSM Module); VATT; VEDI; VEID; VEND; VENI; Workcenter Master







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Fourth Shift Release 7.50 GLJR – G/L Journal Entry-Recurring/Templates

GLJR – G/L Journal Entry-Recurring/TemplatesUse this screen to create and maintain recurring and template journal entries for future use on the GLJE (G/L Journal Entry) screen. Recurring batches are created, based on specified criteria, when the GLPC (G/L Period Close) task processes. Template journal entries can contain partial transactions and can be used numerous times during an accounting period.

Features




Reports

G/L Journal Entry--Recurring/TemplatesLists all the transactions for the template or recurring journal entry.

Access Method


G/L Recurring/Template Trans Detail F8





G/L Journal Entry List Journal Entry No ALT+F4



Recurring/Template Detail Tab at top of screen

GLJE (G/L Journal Entry) Next Step button


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To generate the report, choose Print or Print Preview from the File menu. For more information on reporting in general, see "Printing and Reporting" in the Fourth Shift Basics manual.


Screen Reference

Before You BeginThe GLJR screen allows you to create two types of manual journal entries: recurring and template.

• Recurring journal entries contain complete transactions that are automatically created during period-close processing using the GLPC task. Recurring entries are created based on the criteria you specify, including the starting accounting period, how often to generate the journal entry and the total number of times to generate the journal entry. For example, a recurring journal entry could be created once a quarter (Freq = 3) for a year (Cycles = 4) starting in the third period of the year. Each time a period is closed, the GLPC task reviews the recurring journal entries and generates batches for the next period.

• Template journal entries contain partial transactions that can be used numerous times in an accounting period. Template journal entries allow you to complete as much information as possible as a time-saving data entry option.

Both recurring and template journal entries are transferred to the GLJE screen as active batches and can be posted to the general ledger.

Recurring and template batches can have a Batch Type = N, M or S. Recurring batches are assigned Batch Source Code = GLJRR; template batches are assigned Batch Source Code = GLJRT.

FormatThe G/L Journal Entry-Recurring/Templates screen has two sections: Journal Entry Header and Transaction Detail.

Use the Journal Entry Header section to identify the journal entry number, recurring or template option, journal entry type, status and description. For recurring journal entries, also specify the starting accounting period, frequency for generating the journal entry (monthly, quarterly, yearly and so on), and number of cycles to generate the journal entry. Journal entry source code, total and last maintenance date are displayed for each journal entry. The end accounting period and last accounting period generated are displayed for recurring journal entries. A default master account number can be specified on the GLJR screen to reduce data entry effort.

Use the Transaction Detail section to add, change or delete transactions in a journal entry before transferring the journal entry to the GLJE screen. After a recurring journal entry is transferred to the GLJE screen and is assigned a batch number, no further transaction maintenance can be performed. Template journal entries can contain debit or credit entries with zero amounts, if necessary, but must be updated after being transferred to the GLJE screen in order for the transactions to be posted to the general ledger.

Transfer Template or Recurring Journal Entry to G/L1. Enter the identifier for the Journal Entry No.

2. Press ENTER.

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3. Verify that the correct journal entry is displayed.

4. Press CTRL+ENTER.

- Recurring Journal Entry. Press CTRL+ENTER again to transfer the journal entry to the GLJE screen. The GLJE screen automatically displays so you can review and submit the batch, if desired.

- Template Journal Entry. The GLJE screen automatically displays so you can review and submit the batch, if desired.

Tips• Journal entries created on the GLJR screen are generated as batches by transferring the

journal entries to the GLJE screen.

• Recurring journal entries can be transferred initially using the GLJR screen and are subsequently generated automatically by the GLPC task. Recurring journal entries to be used in the current period, where the starting accounting period is the same as the current period, can be generated by manually transferring the journal entries to the GLJE screen.

• Template journal entries must be generated manually by transferring the journal entry each time you wish to use the template entries on the GLJE screen.

• Use the G/L Journal Entry List window to select the journal entry number. Press ALT+F4 in the Journal Entry No field.

FieldsAccounting Period Gen

Accounting Period Generated indicates the last accounting period a recurring journal entry was generated. Entry is 2 numbers representing the period and 2 numbers identifying the last 2 digits of the fiscal year (1980 to 2079).

Where Used: G/L Recurring/Template Trans Detail; GLJR



CyclesCycles indicates the number of times a recurring journal entry can be generated by period-close. For example, Cycles = 4 will generate the journal entry four times. Entry is up to 2 numbers.


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End Accounting PeriodEnd Accounting Period specifies the last accounting period when a recurring journal entry is generated during period-end close. End Accounting Period is system-calculated based on Start Accounting Period, Cycles and Freq.


FreqFrequency defines how often to generate a recurring journal entry, in terms of periods. For example, an entry of 03 indicates the creation of the journal entry once every third period. Entry is the range of 01 through 13.




General Ledger 294




Journal Entry DescJournal Entry Description identifies a series of recurring or template transactions in terms of the intended use. Entry is any alphanumeric combination of up to 35 characters.

Where Used: G/L Journal Entry List; G/L Recurring/Template Trans Detail; GLJR





Journal Entry Source CodeJournal Entry Source Code is the identifier for recurring or template journal entries. Journal Entry Source Code is system-assigned based on R/T. Journal Entry Source Code types are:

GLJRR = Recurring journal entry (R/T = R)GLJRT = Template journal entry (R/T = T)


Journal Entry StatusJournal Entry Status indicates the Batch Status to assign to a recurring or template batch when the batch is used. Journal Entry Statuses are:

A = Active. Created and maintained before being submitted for posting.

S = Submitted. Balanced and ready for posting. Submitted batches can still be maintained.

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H = Hold. On hold and does not post until Batch Status = S.


Journal Entry TotalJournal Entry Total is the amount impacting the general ledger based on the processing of these recurring or template journal entries. For Journal Entry Type = S, Journal Entry Total is the net sum of the debits and credits. For Journal Entry Type = M and N, Journal Entry Total is the sum of the debits or the sum of the credits, whichever is larger.


Journal Entry TypeJournal Entry Type indicates the type of transactions included in the batch and determines the way transactions are posted.

N = Normal. Manual transactions used to update the general ledger; CT = P.

M = Memo. Manual transactions used to allocate costs such as depreciation for reporting purposes; CT = M.

S = Statistical. Manual transactions used for tracking statistics such as headcount, square footage or throughput; CT = S.






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R/TRecurring or Template specifies a type of journal entry. Recurring or Template types are:

R = Recurring. Journal entries are automatically created during period-close processing based on the Start Accounting Prd, Freq and Cycles defined.

T = Template. Journal entries are partially completed to include frequently used information. A Template can be used repeatedly during each period, if necessary.




Start Accounting PeriodStarting Accounting Period specifies the current or future accounting period to generate the first recurring journal entry. Entry is 2 numbers identifying the accounting period and 2 numbers identifying the last 2 digits of the fiscal year (1980 to 2079).



Where Used: A/P 1099 Distribution; A/P Payment Application Detail; A/P Payment Void Detail; A/P Received Item List; A/P Receiving Detail; A/R Payment Application Detail; APAH; APDS; APEX; APID; APIE; APII; APIR; APIV; APPA; APPD; APPI; APPO; APTX; ARAH; ARCD; AREX; ARIC; ARIH; ARPD; ARPH; ARSR; BAMT; Bank Payment Approval; BILI; BILL; BKMT; Browse Setup (customer); Browse Setup (item); Browse Setup (vendor); CACF; CCAN; CCAT; CCEX; CCMT; CIMT; CMCF; CMTA; CMTI; CNFA; COAN; COMI; COMT;

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Contract Item Detail/Pricing; CORV; CPMT; CUID; CUII; CUSI; CUST; FCMT; FCST; G/L Account Group/No List; G/L Account No List; G/L Batch Detail; G/L Journal Entry List; G/L Master Account Recap; G/L Org No List; G/L Org/Acct Group List; G/L Organization Group/No List; G/L Report List; G/L Source Code List; GLAG; GLAV; GLBD; GLCA; GLCI; GLDQ; GLEX; GLGQ; GLJD; GLJE; GLJI; GLJP; GLJR; GLMA; Global Extended Text Selection; GLOS; GLRD; GLRL; GLSC; GLSI; GLSS; ITBI; ITCB; Item Master; Item Shortages; ITMB; ITMI; ITPB; ITPI; IVCO; IVIA; IVIE; IVII; IVRV; LMMT; Location Selection Setup; MCST; MOAN; MOMI; MOMT; MORI; MORV; MPED; MPIT; MSMT; NMTA; OPSL; Orders on Shipment; ORST; Packaging Detail; PASS; PBCI; PBCT; PBMI; PBMT; PCMT; PCST; PICI; PICK; POAN; POAS; POCI; POCT; POMI; POMT; PORI; PORV; REDI; RTMT; RVED; SBOL; Selection Setup; Serial Number List; Serial Numbers Shipped; SHIP; Shipments by Line Item; SHPI; SSII; STAD; SUND; SUNR; SUPD; SUPR; TEXT; TXTA; VAT Summary (APSM Module); VATT; VEDI; VEID; VEND; VENI; Workcenter Master





General Ledger 298

Fourth Shift Release 7.50 G/L Recurring/Template Trans Detail

G/L Recurring/Template Trans DetailUse this screen to view or maintain additional transaction detail information for a journal entry. The G/L Recurring/Template Trans Detail screen identifies the journal entry by number, type, status, source code, total and description. Recurring journal entries are identified by frequency criteria also. Additional transaction detail includes the Trans Code and User Id as well as ten reference fields.

Reference information for recurring journal entries can be changed anytime before the journal entry is transferred to the GLJE (G/L Journal Entry) screen. Reference information for template journal entries can be changed whenever necessary.

Journal entry header information is identified in the upper part of the screen. Transaction detail is displayed below the journal entry header information along with any associated reference information. Reference information can be added to all recurring and template transactions.

Features






Previous screen ESC

Window /Action Available FromShortcut Key(s)

Determine the number of cycles completed to date

Cycles F4


G/L Recurring/Templates Tab at top of screen


General Ledger 299


FieldsAccounting Period Gen

Accounting Period Generated indicates the last accounting period a recurring journal entry was generated. Entry is 2 numbers representing the period and 2 numbers identifying the last 2 digits of the fiscal year (1980 to 2079).






CyclesCycles indicates the number of times a recurring journal entry can be generated by period-close. For example, Cycles = 4 will generate the journal entry four times. Entry is up to 2 numbers.




General Ledger 300




End Accounting PeriodEnd Accounting Period specifies the last accounting period when a recurring journal entry is generated during period-end close. End Accounting Period is system-calculated based on Start Accounting Period, Cycles and Freq.


FreqFrequency defines how often to generate a recurring journal entry, in terms of periods. For example, an entry of 03 indicates the creation of the journal entry once every third period. Entry is the range of 01 through 13.




Journal Entry DescJournal Entry Description identifies a series of recurring or template transactions in terms of the intended use. Entry is any alphanumeric combination of up to 35 characters.






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Journal Entry Source CodeJournal Entry Source Code is the identifier for recurring or template journal entries. Journal Entry Source Code is system-assigned based on R/T. Journal Entry Source Code types are:

GLJRR = Recurring journal entry (R/T = R)GLJRT = Template journal entry (R/T = T)


Journal Entry StatusJournal Entry Status indicates the Batch Status to assign to a recurring or template batch when the batch is used. Journal Entry Statuses are:

A = Active. Created and maintained before being submitted for posting.

S = Submitted. Balanced and ready for posting. Submitted batches can still be maintained.

H = Hold. On hold and does not post until Batch Status = S.


Journal Entry TotalJournal Entry Total is the amount impacting the general ledger based on the processing of these recurring or template journal entries. For Journal Entry Type = S, Journal Entry Total is the net sum of the debits and credits. For Journal Entry Type = M and N, Journal Entry Total is the sum of the debits or the sum of the credits, whichever is larger.


Journal Entry TypeJournal Entry Type indicates the type of transactions included in the batch and determines the way transactions are posted.

N = Normal. Manual transactions used to update the general ledger; CT = P.

M = Memo. Manual transactions used to allocate costs such as depreciation for reporting purposes; CT = M.

S = Statistical. Manual transactions used for tracking statistics such as headcount, square footage or throughput; CT = S.


Journal Generated by Trans CodeJournal Generated by Transaction Code identifies the source of the journal entry.

General Ledger 302


Where Used: G/L Recurring/Template Trans Detail; G/L Transaction Detail











ReferenceReference is information that further describes a specific transaction or gives additional audit trail information, if available. Not all Reference fields contain data for every transaction.

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Reference information can also be added for manually created transactions. Entry is any alphanumeric combination of up to 30 characters.




Start Accounting PeriodStarting Accounting Period specifies the current or future accounting period to generate the first recurring journal entry. Entry is 2 numbers identifying the accounting period and 2 numbers identifying the last 2 digits of the fiscal year (1980 to 2079).






General Ledger 304

Fourth Shift Release 7.50 G/L Journal Entry List

G/L Journal Entry ListUse this window to view or select a journal entry from the list of existing recurring and template journal entries. The G/L Journal Entry List window displays the identification for the journal entry and the corresponding recurring/template designator and description.

Features




Reports

G/L Journal Entry ListLists all the recurring and template journal entries currently defined.



FieldsFunction





Previous screen ESC

General Ledger 305





Journal Entry DescriptionJournal Entry Description identifies a series of recurring or template transactions in terms of the intended use. Entry is any alphanumeric combination of up to 35 characters.






Starting JE NoThe Starting field is used to request a list where the specified information appears first on the list. Starting entries may consist of a partial entry and if the entry is not in the list, the next highest entry appears first on the list. The Starting field can include one or more field combinations, each with its own entry requirements.

Where Used: A/P 1099 Distribution; A/P Payment Application Detail; A/P Payment Void Detail; A/P Received Item List; A/P Receiving Detail; A/R Payment Application Detail; APAH; APDS; APEX; APID; APIE; APII; APIR; APIV; APPA; APPD; APPI; APPO; APTX; ARAH; ARCD; AREX; ARIC; ARIH; ARPD; ARPH; ARSR; BAMT; Bank Payment Approval; BILI; BILL; BKMT; Browse Setup (customer); Browse Setup (item); Browse Setup (vendor); CACF; CCAN; CCAT; CCEX; CCMT; CIMT; CMCF; CMTA; CMTI; CNFA; COAN; COMI; COMT; Contract Item Detail/Pricing; CORV; CPMT; CUID; CUII; CUSI; CUST; FCMT; FCST; G/L Account Group/No List; G/L Account No List; G/L Batch Detail; G/L Journal Entry List; G/L Master Account Recap; G/L Org No List; G/L Org/Acct Group List; G/L Organization Group/No List; G/L Report List; G/L Source Code List; GLAG; GLAV; GLBD; GLCA; GLCI; GLDQ; GLEX; GLGQ; GLJD; GLJE; GLJI; GLJP; GLJR; GLMA; Global Extended Text Selection; GLOS; GLRD; GLRL; GLSC; GLSI; GLSS; ITBI; ITCB; Item Master; Item Shortages; ITMB; ITMI; ITPB; ITPI; IVCO; IVIA; IVIE; IVII; IVRV; LMMT; Location Selection Setup; MCST; MOAN; MOMI; MOMT; MORI; MORV; MPED; MPIT; MSMT; NMTA; OPSL; Orders on Shipment; ORST; Packaging Detail; PASS; PBCI; PBCT; PBMI; PBMT; PCMT; PCST; PICI; PICK; POAN; POAS; POCI; POCT; POMI; POMT; PORI; PORV; REDI; RTMT; RVED; SBOL; Selection Setup; Serial Number List; Serial Numbers Shipped; SHIP; Shipments by Line Item;

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SHPI; SSII; STAD; SUND; SUNR; SUPD; SUPR; TEXT; TXTA; VAT Summary (APSM Module); VATT; VEDI; VEID; VEND; VENI; Workcenter Master

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Fourth Shift Release 7.50 GLMA – G/L Master Accounts

GLMA – G/L Master AccountsUse this screen to view the current period debits, credits and net activity, as well as prior period and current balances for master accounts. The G/L Master Accounts screen provides an on-line trial balance review capability for the current period. Use the related G/L Master Account Detail screen to view or maintain additional information on each master account, open or close the account and maintain account limits.

Features



Reports

G/L Master AccountsLists current period debits, credits and net activity for a range of master accounts. Use the GLTG task to print additional trial balance information.




G/L Master Account Detail F8

GLBU (G/L Budget/Planning Update) F9



Master Account Detail Tab at top of screen


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FieldsAT











Current BalanceCurrent Period Balance is the beginning balance +/– Current Period Net Activity for the master account or group this period as of the last account update process.




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Where Used: A/P 1099 Distribution; A/P Payment Application Detail; A/P Payment Void Detail; A/P Received Item List; A/P Receiving Detail; A/R Payment Application Detail; APAH; APDS; APEX; APID; APIE; APII; APIR; APIV; APPA; APPD; APPI; APPO; APTX; ARAH; ARCD; AREX; ARIC; ARIH; ARPD; ARPH; ARSR; BAMT; Bank Payment Approval; BILI; BILL; BKMT; Browse Setup (customer); Browse Setup (item); Browse Setup (vendor); CACF; CCAN; CCAT; CCEX; CCMT; CIMT; CMCF; CMTA; CMTI; CNFA; COAN; COMI; COMT; Contract Item Detail/Pricing; CORV; CPMT; CUID; CUII; CUSI; CUST; FCMT; FCST; G/L Account Group/No List; G/L Account No List; G/L Batch Detail; G/L Journal Entry List; G/L Master Account Recap; G/L Org No List; G/L Org/Acct Group List; G/L Organization Group/No List; G/L Report List; G/L Source Code List; GLAG; GLAV; GLBD; GLCA; GLCI; GLDQ; GLEX; GLGQ; GLJD; GLJE; GLJI; GLJP; GLJR; GLMA; Global Extended Text Selection; GLOS; GLRD; GLRL; GLSC; GLSI; GLSS; ITBI; ITCB; Item Master; Item Shortages; ITMB; ITMI; ITPB; ITPI; IVCO; IVIA; IVIE; IVII; IVRV; LMMT; Location Selection Setup; MCST; MOAN; MOMI; MOMT; MORI; MORV; MPED; MPIT; MSMT; NMTA; OPSL; Orders on Shipment; ORST; Packaging Detail; PASS; PBCI; PBCT; PBMI; PBMT; PCMT; PCST; PICI; PICK; POAN; POAS; POCI; POCT; POMI; POMT; PORI; PORV; REDI; RTMT; RVED; SBOL;

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Selection Setup; Serial Number List; Serial Numbers Shipped; SHIP; Shipments by Line Item; SHPI; SSII; STAD; SUND; SUNR; SUPD; SUPR; TEXT; TXTA; VAT Summary (APSM Module); VATT; VEDI; VEID; VEND; VENI; Workcenter Master

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Fourth Shift Release 7.50 G/L Master Account Detail

G/L Master Account DetailUse this screen to view or maintain detailed information for a master account listed on the GLMA screen. The G/L Master Account Detail screen allows you to open or close a master account and set limits for both the balance as well as the transactions posted to the master account. Miscellaneous information and amounts can further define the master account for inquiry purposes.

Features




FieldsAI

Active or Inactive determines if a master account can be used to post transactions. Active or Inactive codes are:

A = Active. Transactions can be posted to this G/L master account.

I = Inactive. Transactions cannot be posted to this G/L master account.



Previous screen ESC


G/L Master Accounts Tab at top of screen


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Balance LimitBalance Limit is the total balance allowed for a master account. When the Balance Limit for a master account is exceeded, a warning report is included as part of the account update process but transactions are posted. Entry is up to 15 numbers based on the system decimal precision. Default is the maximum value allowed for the field, such as 999,999,999.99. Entry of a negative balance is allowed.

Where Used: G/L Master Account Detail; GLAU

Consolid Account NoConsolidation Account Number identifies the master account used to combine the net activity of related business units to report financial position as one entity. Entry is up to 20 alphanumeric characters.

Where Used: G/L Master Account Detail; GLAU; GLCO; GLPC






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Miscellaneous AmountMiscellaneous Amount fields are used for reference purposes to allow you to assign an amount to a master account. For example, use a Miscellaneous Amount field to indicate what the funding limits or estimate-to-complete are for the master account. Entry is up to 999,999,999.99. Entry of a negative amount is allowed.

Where Used: G/L Master Account Detail

Miscellaneous DataMiscellaneous Data fields are used for reference purposes to allow you to add additional information about the master account. For example, use a Miscellaneous Data field to indicate who is responsible for spending approval for the master account or to specify the offset account. Entry is 6 alphanumeric characters in positions 1 and 2. Entry is 10 alphanumeric characters in position 3. Entry is 15 alphanumeric characters in positions 4 and 5. Entry is 20 alphanumeric characters in position 6.


Open/CloseOpen or Close indicates whether a master account can have transactions posted against it. Transactions do not post to closed master accounts. Open or Close codes are:

O = OpenC = Closed

Where Used: G/L Master Account Detail; RTPR

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Trans LimitTransaction Limit is the maximum amount allowed for an individual transaction updated to the master account. When the Transaction Limit is exceeded, the transaction is not accepted. Entry is up to 15 numbers based on the system decimal precision. Default is the maximum value allowed for the field, such as 999,999,999.99.


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Fourth Shift Release 7.50 GLOS – G/L Organization Structure

GLOS – G/L Organization StructureUse this screen to construct fully defined organizations and organization groups. Fully defined organizations are used in master account numbers for the account update process and for budgeting/planning purposes. Organization groups are used for inquiry and reporting purposes. The GLOT (G/L Organization Top Down Inquiry) screen provides a multi-level, top-down view of organization groups. The GLOW (G/L Organization Where Used Inquiry) screen provides a single- or multi-level view of memberships.

Features





Reports

G/L Organization StructureLists direct members of a specific organization/group. Use the report printed from the GLOT screen to list all organization group members.


Report Template



GLOW (G/L Organization Where Used Inquiry) F9

GLOT (G/L Organization Top Down Inquiry) F10



Organization Group/No and Org Group/No

ALT+F4

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Screen Reference











Element Description


combination of an organization identifier and a G/L account number; used for posting amts or statistical info to G/L and for budgets/plans

Organization portion of a master account number;must start with a number—remainder alphanumeric

Organization Group combination of a number of organizations;must start with a letter—remainder alphanumeric;used for inquiries and reports


Account Group combination of a number of G/L accounts;must start with a letter—remainder alphanumeric;used for inquiries and reports


Master Account Number GLCF Master Account Number Mask (used as a basis for system-generated master account number)



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Define OrganizationsThe organization portion of the Master Account Number Mask can identify up to six organization levels. All organization levels must be defined before an organization number can be used in a master account number. A fully defined organization number is constructed by defining the top level first, and then defining each subsequent level according to the Master Account Number Mask.

For example, if the Master Account Number Mask is DD-PPP-SSSS-AAAA, the DD level must be defined before the PPP level and so on. The PPP level (level 2) includes the DD level (level 1).

Corresponding organization numbers could look like this:

The description for the fully defined organization is displayed on screens and printed on reports. For example, the description for 01-100-5555 might be east operations pre-production circuit design. Organization numbers that do not include all the levels defined by the Master Account Number Mask are partial organizations. Partial organizations are:

• used to construct a fully defined organization number

• members of an organization group

• used for inquiry and reporting purposes



Level: 1 2 3



Define level 1: xx

Define level 2: xx-xxx

Define level 3: xx-xxx-xxxx

Level: 1 2 3



Define level 1: 01 (partial organization)

Define level 2: 01-100 (partial organization)

Define level 3: 01-100-5555 (fully defined organization number)


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Although partial organizations begin with a number, they are not used for posting amounts or statistical information to the general ledger.

The addition of a fully defined retained earnings organization is required when a Retained Earnings Org Mask is specified. A fully defined retained earnings organization is entered by first including the levels defined by the Retained Earnings Org Mask and then by zero-filling the remaining levels defined by the Master Account Number Mask. Add a fully defined organization for each organization you have entered at the level defined by the Retained Earnings Org Mask.

Define Organization GroupsOrganization groups can combine a number of organizations and organization groups together for inquiry purposes. Organization groups are not used for posting or budget purposes. Organization groups must begin with a letter and are not required to match the organization portion of the Master Account Number Mask. Organization groups can include both partially and fully defined organization numbers as well as other organization groups.

Each organization or organization group defined as a member of an organization group must have been previously defined on the GLOS screen.

For example, an organization group, SALESWEST, could be constructed to include partial organizations 01-100, 01-200 and 01-300. SALESEAST could include partial organizations 01-400 and 01-500. An organization group, TOTALSALES could be constructed to include organization groups SALESWEST, SALESEAST and partial organization 01-600.

The partial organizations 01-100, 01-200, 01-300, 01-400 and 01-500 are considered indirect members of the organization group TOTALSALES based on their direct membership in the organization groups SALESWEST and SALESEAST respectively. An addition of 01-100, 01-200, 01-300, 01-400 or 01-500 directly to TOTALSALES is not allowed. In this way, duplication of members, within an organization group, does not occur.

An organization group can be constructed with a maximum of 25 levels. System performance is adversely affected when an organization group has more than 1200 direct members due to memory constraints.

FormatThe G/L Organization Structure screen has two sections: Organization Identification and Organization Member.

Use the Organization Identification section to define organization level 1 entries as the basis for constructing fully defined organization numbers. Once level 2 members are defined as members of level 1 entries, use the Organization Identification section to identify level 2 entries for which level 3 members are defined. Continue constructing fully defined organization numbers by

Parent Organization Child Member

Sales West 01-10001-20001-300

Sales East 01-40001-500

Total Sales Sales WestSales East01-600

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identifying levels 3 through 5 in the Organization Identification section and defining members. Level 6 (or the last level in your organization portion) is not identified in the Organization Identification section since no members can be defined for level 6.

Also use the Organization Identification section to construct organization groups.

Use the Organization Member section to define organizations/ groups for the previous level identified in the Organization Identification section. The previous level defaults as part of the Organization Group/No entry.

Organization StatusOrganizations can be set to inactive or active on the GLOS screen. Once set to Inactive, a general ledger organization and its descendent general ledger accounts do not allow financial transactions or account structure maintenance. The descendent G/L accounts within the organization level are also set to Inactive.

Note that an organization can be inactivated, but not an organizational group.

If the status of an organization is changed to A (Active) from Inactive, the user has the option to activate or leave inactive the descendent accounts within that organization.

FieldsAI

Active or Inactive determines if the G/L organization corresponding to the master account is active or inactive. Active or Inactive codes are:



When an organization's status is changed to I (Inactive) on either the screen header or the screen line, all of the organization levels underneath it will be also updated to I (Inactive). When an organization number's status is changed to A (Active) on either the screen header or the screen line, the user needs to decide whether all of the organization levels underneath it should also be updated to A (Active).

Consolid Org NoConsolidation Organization Number is the organization portion of the consolidation account used to combine the net activity of related business units to report financial position as one entity. Entry is up to 19 characters.



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Starting Org Group/NoThe Starting field is used to request a list where the specified information appears first on the list. Starting entries may consist of a partial entry and if the entry is not in the list, the next highest entry appears first on the list. The Starting field can include one or more field combinations, each with its own entry requirements.


StatusActive or Inactive determines if the G/L organization corresponding to the master account is active or inactive. Active or Inactive codes are:



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When an organization's status is changed to I (Inactive) on either the screen header or the screen line, all of the organization levels underneath it will be also updated to I (Inactive). When an organization number's status is changed to A (Active) on either the screen header or the screen line, the user needs to decide whether all of the organization levels underneath it should also be updated to A (Active).

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Fourth Shift Release 7.50 GLAU – G/L Account Update

GLAU – G/L Account UpdateThe GLAU (G/L Account Update) task processes submitted batches to update the general ledger. The account update process also creates and posts reversal transactions for batches with Batch Reversal = Y on the GLJE (G/L Journal Entry) screen. The GLAU task automatically updates activity calculations for those organization/account combinations with Group Type = P (perpetual) as well as any user-defined Group Types specified for the task. The GLAU task can be used to update activity calculation balances even when there are no submitted batches ready for posting.

Invalid transactions are processed based on the error handling code specified. The GLAU Error Handling field is initially specified on the GLCF (G/L Configuration) screen, but can be overridden by specifying a parameter for an individual GLAU task run. When Error Handling = R (reject), the entire batch is rejected. When Error Handling = S (suspense), invalid transactions are posted to the appropriate suspense accounts.

Note: If Suspense Master Account Numbers are not identified on the GLCF (G/L Configuration) screen, the GLAU task does not process any batches.

See Account Update Processing in the Setting Up the General Ledger Module section for a detailed account update processing flow.

Reports

Audit ReportLists the number of batches processed, rejected and posted for the current and prior period. Generated automatically by GLAU task.

Access MethodTo generate the report, execute the task as part of a batch process on the BEXE screen. For more information on reporting in general, see "Printing and Reporting" in the Fourth Shift Basics manual.


Balance Limit ExceededLists the master account for which the Balance Limit, as set up on the G/L Master Account Detail screen from the GLMA screen, was exceeded when transactions were posted to the master account. Generated automatically by GLAU task.



Bank Balance Update ReportLists the cash sets automatically created for G/L batches containing a cash master account for transactions created by modules that do not create cash sets at the time the transaction was entered. Generated automatically by GLAU task.

Access Method

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To generate the report, execute the task as part of a batch process on the BEXE screen. For more information on reporting in general, see "Printing and Reporting" in the Fourth Shift Basics manual.


Batches Posted--Headers Only (created by GLAU)Summarizes the batches posted during the account update process by listing the identification for each posted batch. Generated optionally by GLAU task.



Batches RejectedLists the batches rejected along with corresponding error messages and transaction amount. Generated automatically by GLAU task.



G/L Journal Entry (created by GLAU)Lists each transaction by batch identification, master account, transaction description, transaction date, debit or credit amount, and total credits and debits. Generated optionally by GLAU task.



Master Account Numbers Created (created by GLAU)Lists all the new master account numbers created to post transactions. The corresponding consolidation account numbers are also identified. Generated automatically by GLAU task.



Net Change Report (created by GLAU)Summarizes the net activity for each master account number impacted by the account update process. Net activity is listed for both the current and prior period. Net activity for the account update process is also summarized. Generated optionally by GLAU.

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Reversal JEs CreatedIdentifies the reversal transactions created as a result of the account update process. Generated automatically by GLAU task.



Suspense Listing (created by GLAU)Prints the intended master account number along with corresponding error messages for invalid transactions. The transaction information is listed for each of the three suspense accounts when Error Handling = S (suspense). Generated automatically by GLAU.



Task Reference

Processing ConditionsThe GLAU task tests for the following conditions:

• the batch is balanced

• accounting period is not for a future period

• all master accounts used in the batch are open (Open/Close = O), and all account and organization portions are active (AI = A) and have the correct corresponding category type (CT)

The total of the recap debits and credits equals the batch header debits and credits.

If any of these conditions are not met, the account update process either rejects the entire batch (when Error Handling = R) or posts the invalid transactions to the appropriate suspense account (when Error Handling = S). The Audit Report lists each rejected batch or suspensed transaction and the reason.

G/L Account Update TasksThe GLAU task performs the following tasks:

• The Batch Status changes to P (posted) or E (error) if an error condition exists. The Batch Status can be reviewed on the GLSS (G/L Batch Submission Status) screen.

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• Master account numbers used for the first time are created. Master account numbers can be viewed on the GLMA (G/L Master Accounts) screen and maintained on the corresponding G/L Master Account Detail screen.

• Consolidation master account numbers are created for each new master account number created when a Consolidation Account Number Mask is defined on the GLCF screen.

• Suspense master account numbers are created the first time the GLAU task is run when Error Handling = S (suspense).

• Transactions are posted to the appropriate master account. Use the GLDQ (G/L Detail Account Inquiry) screen to view posted transactions for each master account.

• The Balance Limit Exceeded, Master Account Numbers Created and Reversal JEs Created reports are printed for audit trail purposes.

• Activity is calculated for organization/account combinations with Group Type = P (perpetual). Any other group types identified in the Parameters field are also updated. Use the GLGQ (G/L Current Period Group Inquiry) screen to view updated activity.

• If the CSHM (Cash Management) Module is installed, cash sets are automatically created for G/L batches containing a cash master account for transactions created by modules that do not create cash sets at the time the transaction was entered. Cash sets are created to keep the bank balance and G/L balance synchronized.

ParametersTo request a G/L Account Update, you enter the GLAU task as one of the sequenced tasks in a batch process. See "Batch Processing" in the System Administration manual for the task prerequisites and processing frequency.

The GLAU task has the following parameters:

Parameter 1: Error Handling CodeSpecify which method to use for invalid transactions. The suspense (S) method allows invalid transactions to be posted to the appropriate suspense master account and the remaining transactions to be processed normally. The Batch Status = P (posted) as the result of the account update process.

The reject (R) method removes the entire batch when at least one transaction is invalid. The Batch Status = E (error) as the result of the account update process.

If no error handling code is specified, the system uses the code established in the GLAU Error Handling field on the GLCF (G/L Configuration) screen.

Note: Prior-period batches with Batch Source Code = GLJP or GLCO are always processed using Error Handling = R. In this way, prior-period entries are not suspensed.

Parameter 2: Group Type Update

Task Parameter Format Entry Is...

1: Select Error Handling Code R or S Optional

2: Select Group Types to be Updated GX..X Optional

3: Choose to Print Batch Header(s) or JE(s) H or J Optional

4: Choose to Print Net Change Report Y or N Optional

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Specify which organization/account combinations to update as part of the account update process. Organization/account combinations are defined on the GLGQ (G/L Current Period Group Inquiry) screen. Several user-defined group types can be specified. No space is required between group types if several group types are specified. If no user-defined group type is specified, only combinations with Group Type = P (perpetual) are updated.

Parameter 3: Batch Headers or Journal EntriesIndicate whether a Batches Posted—Headers Only (H) Report or G/L Journal Entry (J) Lists should print as part of the account update process. Only one option can be selected. If neither option is specified, no report is printed. Note that the GLJL (G/L Journal Entry List) task prints the same G/L Journal Entry Lists for a selected accounting period, and source code or batch type. By choosing Print from the File menu on the journal entry screens (GLJE, GLJP and GLJR) you can print the same G/L Journal Entry List for the displayed batch.

Parameter 4: Net Change ReportIndicate whether a Net Change Report should print as part of the account update process. Enter Y to print the report.

ExampleFor example, to request a G/L Account Update for submitted batches as the first task in the process for:

• Error Handling code = S

• updating Group Type = Q and W in addition to P

• including Batches Posted--Headers Only Report

• including Net Change Report

the Seq Num, Task and Parameters fields in the task line are entered like this:

01 GLAU S GQW H Y

The account update process may require a significant amount of time based on the amount of information to process. No other financial transactions can be processed while the GLAU task is executing. Establish a time for account update processing so that the interruption of normal business operations is minimized.

To execute G/L Account Update, use the BEXE (Batch Process Execution) screen to execute the process in which the GLAU task is entered. Check the LOG file produced if the GLAU task does not execute successfully. The log file shows the start and finish times for each phase of the account update process. This information can assist in determining the best processing options.

Entry Field Example Value Description

Seq Num 01 First task in process

Task GLAU G/L Account Update

Parameter 1 S Error Handling Code = S

Parameter 2 GQW Update Group Types Q and W

Parameter 3 H Print Batches Posted--Headers Only Report

Parameter 4 Y Include Net Change Report

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For example, you might consider changing Group Type = P (perpetual) to a user-defined Group Type so that activity is only calculated on-demand if processing time is significant.

Review the Audit, Batches Rejected and Suspense Listing Reports to aid in correcting rejected batches or suspensed transactions. Adjusting transactions should be created on the GLJE screen to correct these errors.

FieldsAcctg Period



Approved byApproved by identifies the person or department providing approval for the journal entry.

Where Used: GLAU; GLJL






Balance LimitBalance Limit is the total balance allowed for a master account. When the Balance Limit for a master account is exceeded, a warning report is included as part of the account update

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process but transactions are posted. Entry is up to 15 numbers based on the system decimal precision. Default is the maximum value allowed for the field, such as 999,999,999.99. Entry of a negative balance is allowed.

Where Used: G/L Master Account Detail; GLAU












A = Active.

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Created and maintained before being submitted for posting. Can be changed to S or H.















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Current Period Change CreditsCurrent Period Change Credits is the total value of credits posted to the master account this period during this account update process.

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Where Used: GLAU; GLPC

Current Period Change DebitsCurrent Period Change Debits is the total value of debits posted to the master account this period during this account update process.


Current Period Change Net ActivityCurrent Period Change Net Activity is:

Current Period Change Debits - Current Period Change Credits

for the master account this period during this account update process.






Error MessageG/L Error Message indicates why a transaction was rejected during the account update process.

Where Used: GLAU; GLMQ



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Net Change ActivityNet Change Activity summarizes the total impact for each posted and memo account type for this account update process.

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Net Trans AmountNet Transaction Amount is the total transaction amount posted to a master account that has exceeded the balance limit.

Where Used: GLAU

Number of Batches PostedNumber of Batches Posted indicates how many batches were successfully posted to the general ledger during the account update process.

Where Used: GLAU

Number of Batches ProcessedNumber of Batches Processed indicates how many batches were submitted for the account update process.

Where Used: GLAU

Number of Batches RejectedNumber of Batches Rejected indicates how many batches were rejected during the account update process.

Where Used: GLAU

Posting RunPosting Run specifies the date and time account update processing was performed.


Prior Period Change CreditsPrior Period Change Credits is the total value of credits posted to the master account for a previous period during this account update process.


Prior Period Change DebitsPrior Period Change Debits is the total value of debits posted to the master account for a previous period during this account update process.


Prior Period Change Net ActivityPrior Period Change Net Activity is the total activity impacting a master account based on prior period entries during the last account update process.


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Submitted bySubmitted by identifies the person or department submitting the journal entry.


Suspense Master Account NumberSuspense Master Account Number identifies the master account used during the account update process. Invalid transactions are posted to a Suspense Master Account Number when Error Handling = S. The Suspense Master Account Number types are:

• Posting. The master account used to post invalid automated, communication or normal transactions to the general ledger.

• Memo. The master account used to post invalid memo transactions to the general ledger.

• Statistical. The master account used to post invalid statistical transactions to the general ledger.

Where Used: GLAU; GLCF








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Fourth Shift Release 7.50 GLBL – G/L Budget List

GLBL – G/L Budget ListThe GLBL (G/L Budget List) task prints a variety of reports to be used in the budgeting process. You can configure a report based on detail level, budget/planning type, account range and organizations to prepare and analyze budgets and plans for each business segment. Four formats and two sorts are available:

• Detail sorted by organization or G/L account number

• Summary sorted by G/L account number

• Worksheet sorted by G/L account number

• Combined detail and worksheet sorted by organization or G/L account number

Subtotaling is available by G/L account number. Grand totals, by account type, are printed at the end of the reports. Totals are printed separately for posted and memo account categories.

ParametersTo request a G/L Budget List, you enter the GLBL task as one of the sequenced tasks in a batch process. See "Batch Processing" in the System Administration manual for the task prerequisites and processing frequency.

The GLBL task has the following parameters:

Parameter 1: Report TypeSelect the type of report to print:

- RD = Detail. The detail report lists all master account numbers, matching the parameters entered, that have existing budgets/plans.

- RS = Summary. The summary report totals all the master account numbers for the organization selected.

- RC = Combined. The combined report/worksheet includes existing budgets/plans as a reference along with an area to create new budgets/plans. The combined report lists all master account numbers, matching the parameters entered, that have existing budgets/plans.

- RW = Worksheet. The worksheet provides blank lines, by period, for each G/L account number within the selected range. The organization is not listed. After creating new budgets/plans, the worksheet can be used as a turnaround document for entering the data using the GLBU (G/L Budget/Planning Update) screen.

The entry of an RD, RS, RC or RW is required for Parameter 1.


1: Select Detail, Summary, Combined, Wksht

RX Required

2: If RD:SA9 or SO9; RC:SA or SO; RS:SA9

SA9 or SO9 Required

3: Enter Year and Budget/Planning Type Y99X9 Required

4: Enter Organization and Page Break Level

OX..X PX Optional

5: Enter G/L Account No First/Last Range

F9..9 L9..9 Optional

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Parameter 2: Sort and Subtotal PositionSelect a sort sequence for the report. The sort sequence can be either by G/L account number or organization, but depends on the report type entered for Parameter 1. Some report formats only have one sort option available.

Some report formats can include a subtotaling of G/L account numbers. Subtotaling can take place at a specific position within the G/L account number. For example, if you have a five-digit G/L account number and subtotal on position 2, G/L account numbers with the same first two digits are totaled together such as 10100, 10220, 10230 and 10240. In this example, these G/L account numbers are subtotaled as 10XXX. The sort sequence is required and the subtotal position is an optional entry for Parameter 2.

Sort options and subtotaling availability are as follows:

Parameter 3: Year and Budget/Planning TypeSpecify the fiscal year (the last two digits) and the budget/planning type for the report (B0-B9 or P0-P9). No space is allowed between the fiscal year and the budget/planning type. The budget/planning type must already be defined on the GLBD screen. Parameter 3 is required.

Parameter 4: Organization and Page Break LevelSpecify the organization number (partially or fully defined) for which G/L account numbers should be printed. When a partial organization is specified, the remaining levels of the organization portion are included automatically. For example, if the organization portion of the Master Account Number Mask is DD-PPP-SSSS and the organization is specified as 01-100, then fully defined organizations starting with 01-100 (with variable SSSS levels) are used such as 01-100-5555, 01-100-5560 and so on.

If no organization number is specified, the default depends on the report type and sort sequence:

A detail (RD) or combined (RC) report can include page breaks at a specific level in the organization portion of the Master Account Number Mask. For example, if the organization portion of the Master Account Number Mask is DD-PPP-SSSS and the page break level is

Report Type Available Sort Option

Available Subtotaling

RD SA (G/L account number)SO (organization)

Yes: position 1-9Yes: position 1-9

RS SA (G/L account number) Yes: position 1-9

RC SA (G/L account number)SO (organization)

NoNo

RW None available No

Report Type

Default InclusionOrganization

Default InclusionG/L Account Number

RD All All with budget/planning data

RS All All with budget/planning data

RC All All with budget/planning data

RW None printed All

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specified as 2, then page breaks occur after each unique combination of DD-PPP. In this example, 01-100-5555 and 01-200-5560 are separated by a page break. A page break level entry cannot be specified when a fully defined organization is entered as the first part of Parameter 4.

Parameter 5: Account RangeSpecify the first and last G/L account number of an account range. If no account range is specified, all G/L account numbers are included.

ExampleFor example, to request a G/L Budget List as the first task in the process for:

• a detailed list

• subtotaling organizations by the first two digits

• fiscal year 1991, budget type B0

• organization group 01 with page breaks at level 2 of the organization portion

• all G/L account numbers


01 GLBL RD SO2 Y91B0 O01 P2

The GLBL reports are expected to be very lengthy. Establish a time to run the GLBL task so that the interruption of normal business operations is minimized.

To run the G/L Budget List, use the BEXE (Batch Process Execution) screen to execute the process in which the GLBL task is entered. Check the LOG file produced if the GLBL task does not execute successfully.

Reports

G/L Budget ListLists budget detail based on detail level, budget/planning type, account range and organizations to prepare and analyze budgets and plans for each business segment.




Task GLBL G/L Budget List

Parameter 1 RD Detailed List

Parameter 2 SO2 Subtotal Organizations by First Two Digits

Parameter 3 Y91B0 Fiscal Year 1991, Budget Type B0

Parameter 4 O01 P2 Organization O01 and Page Break at Level 2 of Organization

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FieldsAT






BP TypeBudget or Planning Type is an identifier for a set of fiscal year amounts entered for a master account. Budget or Planning Types can be used for prior, current and future fiscal years. Budget Type beginning balances are manually entered at the start of each new fiscal year for AT = A, L, C or B. Planning Type beginning balances are entered for the first year and are subsequently based on the ending balance of the previous year. Budget or Planning Types are:




Where Used: GLBD; GLBL



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Fiscal YearFiscal Year is the time period used to determine the budgeting and accounting periods. Entry is 4 numbers.

Where Used: Fiscal Calendar Maintenance; GLBD; GLBL; Inventory Adjustment Application

For Accts ThruFrom identifies the beginning of the range for the report or process. Entry length matches the range option.

Where Used: APPV; APRG; APUV; ARCH; ARCJ; ARIR; ARRJ; ARTB; ARTX; CINV; COMP; Customer Selection Criteria; CWIP; GLBL; GLTG; INVR; Item Selection Criteria; LEXP; MPSR; MPSS; PORR; POSR; Price Book Selection Criteria; REPORTS; Serial Number List; Serial Numbers Shipped; SHIP; SHPL; STAD; WIPL; WIPR; WIPS

For Accts ThruThru identifies the end of the range for the report or process. Entry length matches the range option.

Where Used: APPV; APRG; APUV; ARCH; ARCJ; ARIR; ARRJ; ARTB; ARTX; COMP; Customer Selection Criteria; GLBL; GLTG; INVR; Item Selection Criteria; LEXP; MPSR; MPSS; PORR; POSR; Price Book Selection Criteria; REPORTS; Serial Number List; Serial Numbers Shipped; SHIP; SHPL; STAD

For Org ThruFrom identifies the beginning of the range for the report or process. Entry length matches the range option.


For Org ThruThru identifies the end of the range for the report or process. Entry length matches the range option.


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Period Amount 1-13Period Amount 1-13 is the budget/plan amount for the specified period. Budget/plan amounts are distributed based on AT (account type) and distribution method.

Where Used: GLBL; GLBU

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Fourth Shift Release 7.50 GLBR – G/L Budget Roll

GLBR – G/L Budget RollThe GLBR (G/L Budget Roll) task provides the capability of duplicating budget/planning data without affecting the source data. You can use the GLBR task to copy actual data or an established budget/plan to begin a forecasting process and reduce data entry efforts. The new budgets/plans are associated with a master account number created by specifying the organization and G/L account portions.

Budget/planning data can be copied for a period range with the option to specify an adjustment factor, such as a 15 percent increase for the next fiscal year. Budget/Planning Types = B0-B9 and P0-P9 can be used as both the source and target data within the current fiscal year or between the prior or next fiscal year. Budget/Planning Type = AA (actual) can only be used as source data. Use the GLBL (G/L Budget List) task, after copying budgets/plans, to print a report to help determine any necessary changes to new budgets/plans.

Budget/Planning Types = B0-B9 and P0-P9 can be deleted when the data is no longer needed. Deleted budget/planning types are no longer displayed on the GLBD (G/L Budget/Planning Type Definition) or GLBU (G/L Budget Planning Update) screen. Once a budget/planning type is deleted, it can be reused by reentering the budget/planning type on the GLBD screen. The associated master account number is also deleted if the master account number is not used to record any other activity. Budget/Planning Type = AA cannot be deleted.

ParametersTo request a G/L Budget Roll, you enter the GLBR task as one of the sequenced tasks in a batch process. See "Batch Processing" in the System Administration manual for the task prerequisites and processing frequency.

The GLBR task has the following parameters:

Parameter 1: Copy or DeleteChoose either the copy (C) or delete (D) function of the GLBR task. When you choose the copy function, an adjustment factor can be identified in terms of percentage. Four numbers and a decimal symbol are allowed. If no adjustment factor is specified, 1.000 is used. If a percent reduction is entered, a leading zero must be included, such as 0.800. The entry of a C or D for Parameter 1 is required. The entry of an adjustment factor is optional.

Use the system number format as specified on the CNFG (System Installation Setup) screen when including a decimal option in the adjustment factor.

Parameter 2: Source/Target Year and Budget/Planning TypeSpecify the fiscal year (the last two digits) and the budget/planning type to be copied or deleted. For the copy function, specify the target fiscal year and budget/planning type also. For the delete


1: Choose to Copy (Adj Factor) or Delete

C9.999 or D Required

2: Enter From/To Year & Budget/Plng Type

F99X9 T99X9 Required

3: Enter Period Start/End Range S99 E99 Optional

4: Enter Organization OX..X Optional

5: Enter Account Group/No or Account Type

GX..X or AX Optional

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Fourth Shift Release 7.50 GLBR – G/L Budget Roll

function, only a source year and budget/planning type is allowed. The budget/planning type must already be defined on the GLBD screen with the exception of actual data (AA). Fiscal years do not have to be consecutive. Parameter 2 is required.

Parameter 3: Time PeriodSpecify the start and end of a period range. If no period range is specified, the number of periods for the fiscal years identified in Parameter 2 is used. The number of periods for a fiscal year is specified on the GLCF (G/L Configuration) screen.

Parameter 4: OrganizationSpecify the organization number (partially or fully defined) for the budget/plan master account number. When a partial organization is specified, the remaining levels of the organization portion are automatically included. For example, if the organization portion of the Master Account Number Mask is DD-PPP-SSSS and the organization is specified as 01-100, then fully defined organizations starting with 01-100 (with variable SSSS levels) are used such as 01-100-5555, 01-100-5560 and so on. If no organization number is specified, all fully defined organizations are used.

Parameter 5: AccountSpecify the G/L account number or the account group for the budget/plan master account number. When an account group is specified, each G/L account number that is a member of the account group is used. Alternatively, specify the type of account (A, L, I, C, E, V or B). If no G/L account number/group or account type is specified, all G/L account numbers for all account types are used.

ExampleFor example, to request a G/L Budget Roll as the first task in the process to copy 1990 budget type B0 to 1992 budget type B1 using:

• a ten percent increase

• all periods

• expenses


01 GLBR C1.10 F90B0 T92B1 AE

To run the G/L Budget Roll, use the BEXE (Batch Process Execution) screen to execute the process in which the GLBR task is entered. Check the LOG file produced if the GLBR task does not execute successfully.



Task GLBR G/L Budget Roll

Parameter 1 C1.10 Ten Percent Increase

Parameter 2 F90B0 T92B1 Copy from 1990 Budget Type B0Copy to 1992 Budget Type B1

Parameter 5 AE Expense Account Types

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Fourth Shift Release 7.50 GLCO – G/L Consolidation Process

GLCO – G/L Consolidation ProcessUse this screen to unload and then combine net activity of related business units to use for reporting purposes. Consolidation information can be created throughout the accounting period to provide up-to-date information on net activity. The GLCO screen provides both the preparation (unload) and combination (load) steps for the consolidation process. An optional audit report listing activity can be printed as part of the consolidation process.

See Consolidations in the Setting Up the General Ledger Module section for more information.

Features


Web LinksThis screen is not available through Fourth Shift Web UI.

Reports

G/L Consolidation Exception ReportLists exceptions encountered during the general ledger consolidation process.

Access MethodThe report is generated as a result of processing on this screen. For more information on reporting in general, see "Printing and Reporting" in the Fourth Shift Basics manual.


G/L Consolidation Load Audit Report

Lists activity for history reload by this process.Access MethodThe report is generated as a result of processing on this screen. For more information on reporting in general, see "Printing and Reporting" in the Fourth Shift Basics manual.






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G/L Consolidation Unload Audit Report

Lists activity for history unloaded by this process.Access MethodThe report is generated as a result of processing on this screen. For more information on reporting in general, see "Printing and Reporting" in the Fourth Shift Basics manual.


Screen Reference

FormatThe consolidation process consists of two steps:

• unload (preparation)

• load (combination)

Business units at the lowest subsidiary level unload net activity. This net activity is loaded at the parent company. After the account update process at the parent company, the net activity is unloaded for the next parent company, and so on, until the highest parent company loads the net activity from its subsidiaries. The consolidation account numbers used for the unload step match the master account numbers used for the load step at the parent company.

Consolidation File CreationConsolidation information is unloaded and retained in a consolidation file, or reloaded from a consolidation file, on a diskette, fixed or network disk drive.

• Unloading. The consolidation file is created in the Drive you select. If you select a floppy disk drive and the diskette becomes full, you are prompted to insert a new diskette. If you select a fixed or network disk drive, the consolidation file is stored in the root directory of that drive, unless the drive is mapped to your Fourth Shift system. In this case, the file is stored in the \MFGSYS directory.

• Loading. The consolidation file is loaded from the root directory of the Drive you select. If, however, the drive is mapped to your Fourth Shift system, the consolidation file is loaded from the \MFGSYS directory.

The name of the consolidation file is based on the unit number, accounting period and unload sequence in the filename format of CUUUPPYY.U99 where:

• C = consolidation identifier

• UUU = unit number


• U = unload identifier


For example, unloading activity for Unit No = 002 for accounting period 10-91 is first saved to the C0021091.U01 file. If diskettes are used and there is not enough free space for all the activity, the C0021091.U02 file is created on a second diskette, and so on, until all the activity is unloaded. If you unload information more than once during the accounting period, new files are created each time and once again start with a filename extension of U01.

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The consolidation process does not complete successfully when an existing file is found to match the required filename. Rename or unload the matching file first before trying the consolidation process.

Once you have unloaded information for an accounting period, you cannot unload information again until there is net activity recorded for the accounting period (an internal flag is set to CC for consolidation). The unload step creates a consolidation file in the same format as module communication files. The load step, in effect, runs the GLMQ (G/L Module Communication) task and creates batches in a submitted status (Batch Status = S) ready for the account update process. You can only load a consolidation once; the filename extension is changed from U99 to L99. If you need to load a consolidation file to multiple sites, first copy the consolidation file to another diskette before performing the load step.

FieldsAcctg Period



Audit ReportAudit Report identifies whether an activity listing should be printed for the consolidation or history process.

Y = Yes. Print the report.

N = No. Omit the report.

Where Used: GLCO; GLHP



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Consolidation Account Number MaskThe Consolidation Account Number Mask is patterned after the Master Account Number Mask to set up the organization/account number combination for consolidation and reporting. The consolidation organization and account number levels must be placed in the same relative order as the master account number. However, the number of letters identifying each level can be more or less than the corresponding master account number level. The Consolidation Account Number Mask at the subsidiary level must match the Master Account Number Mask at the parent level. The Unit No can be included at the beginning of the organization portion of the Consolidation Account Number Mask by the addition of the letters UUU. Entry is up to 20 alphanumeric characters.

Where Used: GLCF; GLCO

DriveG/L Drive identifies the diskette or network drive being used for the load or unload process. G/L Drive defaults to A. Entry options include any letter A-Z:

A = Drive AB = Drive BC = Drive CD = Drive DE = Drive EF = Drive FG = Drive GH = Drive HI = Drive IJ = Drive JK = Drive KL = Drive LM = Drive MN = Drive NO = Drive OP = Drive PQ = Drive QR = Drive RS = Drive ST = Drive TU = Drive UV = Drive VW = Drive WX = Drive XY = Drive YZ = Drive Z


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From Acctg PeriodFrom identifies the beginning or source for the specified process.

Where Used: BKFT; GLCO; GLHP; GLRC

From Unit NoFrom identifies the beginning or source for the specified process.








To Acctg PeriodThru identifies the ending or target for the specified process.

Where Used: BKFT; GLCO; GLRC

To Unit NoThru identifies the ending or target for the specified process.


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Unit NoUnit Number uniquely identifies this business unit and is used when consolidating this unit's net activity with related business units. Entry is 3 numbers.

Where Used: GLCF; GLCO

Unload/LoadUnload or Load specifies the desired consolidation process. Unload or Load codes are:

U = Unload. Consolidated activity is unloaded to target medium.

L = Load. Consolidated activity is loaded from source medium.

Default is U.

Where Used: GLCO

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Fourth Shift Release 7.50 GLHP – G/L History Process

GLHP – G/L History ProcessUse this screen to unload transaction history to improve performance and provide more free space in the database. Only transactions that have been processed by the GLPC (G/L Period Close) task are considered history and may be unloaded. It is recommended that you back up your database before unloading transaction history. The GLHP screen can also be used to reload history that has been unloaded to use for inquiry and reporting purposes.

For more information, see History Processing in the Setting Up the General Ledger Module section.

Features


Web LinksThis screen is not available through Fourth Shift Web UI.

Reports

G/L History Process--Batches ReloadedLists the accounting periods included in the reload process.

Access MethodThe report is generated as a result of processing on this screen. For more information on reporting in general, see "Printing and Reporting" in the Fourth Shift Basics manual.


G/L History Process--Batches Unloaded

Lists the accounting periods available for the unload process.Access MethodThe report is generated as a result of processing on this screen. For more information on reporting in general, see "Printing and Reporting" in the Fourth Shift Basics manual.






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Screen Reference

FormatTransaction history consists of three parts: batch header, transaction detail and transaction summary.

• Batch header contains the source identification for a set of transactions.

• Transaction detail is a debit or credit entry for a master account. There can be multiple transaction details for a single batch header.

• Transaction summary (recap) is the total debits and total credits for a master account within a batch.

The transaction summary (recap) is never unloaded. The transaction summary can be optionally deleted as part of the unload process. However, when unloading Hist Type = I, M or R, the transaction summary is automatically deleted as part of the unload process. The transaction summary is always recreated by recalculating the transaction detail during the reload process. It is recommended that you retain the transaction summary, for use by inquiry screens and reports, if space is available.

Note: Unloading history does not change a batch’s status. Also note that a prior-period entry cannot be unloaded until the current period is closed.

History File CreationTransaction history is unloaded and retained in a history file, or reloaded from a history file, on a diskette, fixed or network disk drive.

• Unloading. The transaction history file is created in the Drive you select. If you select a floppy disk drive and the diskette becomes full, you are prompted to insert a new diskette. If you select a fixed or network disk drive, the history file is stored in the root directory of that drive, unless the drive is mapped to your Fourth Shift system. In this case, the file is stored in the \MFGSYS directory.

• Loading. The transaction history file is loaded from the root directory of the Drive you select. If, however, the drive is mapped to your Fourth Shift system, the transaction history file is loaded from the \MFGSYS directory.

The name of the transaction history file is based on the Function Code, accounting period and unload sequence in the filename format of GLHPPPYY.999 where:

• GLHP = history process identifier



For example, transaction history for accounting period 10-91 is first saved to the GLHP1091.001 file. If diskettes are used and there is not enough free space for all the transaction history, the GLHP1091.002 file is created on a second diskette, and so on, until all the transaction history is unloaded. If you subsequently unload prior period adjustments for accounting period 10-91, adjustment information is appended to the last history file created.

The reload process prompts you, in sequence, for all the history files that have been created for a particular accounting period.

See "G/L History File" in the System Administration manual for the fields included in the file.

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Audit ReportAudit Report identifies whether an activity listing should be printed for the consolidation or history process.

Y = Yes. Print the report.

N = No. Omit the report.




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Delete RecapDelete Recap indicates whether the recap account information should be deleted as part of the history unload process or retained for future use. The recap account information is recreated when the history is reloaded. Recap account information is accessed by inquiry screens if retained.

Y = Yes. Delete the transaction detail and delete the recap account information.

N = No. Delete the transaction detail, but retain the recap account information for future reference for inquiry screens or trial balances.

Where Used: GLHP

DriveG/L Drive identifies the diskette or network drive being used for the load or unload process. G/L Drive defaults to A. Entry options include any letter A-Z:

A = Drive AB = Drive BC = Drive CD = Drive DE = Drive EF = Drive FG = Drive GH = Drive HI = Drive IJ = Drive JK = Drive KL = Drive LM = Drive M

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N = Drive NO = Drive OP = Drive PQ = Drive QR = Drive RS = Drive ST = Drive TU = Drive UV = Drive VW = Drive WX = Drive XY = Drive YZ = Drive Z


From Acctg PeriodFrom identifies the beginning or source for the specified process.




Hist TypeHistory Type identifies which of the three parts of transaction history for a period are available for unloading. The History Types are:

A = Active. Current/future period information. All batch header, transaction detail and transaction summary (recap) account information exists. This information cannot be unloaded.

H = History. Prior period information. All batch header, transaction detail and transaction summary (recap) information exists. This information can be unloaded.

X = No history. Prior period is closed but has no transaction history. No information can be unloaded.

I = Incomplete. Batch header, transaction detail and transaction summary (recap) information exists for the prior period entries made since the last unload. All previous batch header, transaction detail and transaction summary information was removed during the last unload.

M = Mixed.

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All batch header and transaction summary (recap) information exists. Transaction detail information exists only for prior period entries made since the last unload.

R = Recap. All batch header and transaction summary (recap) information exists. All transaction detail has been unloaded.

U = Unload. No batch header, transaction detail or transaction summary (recap) information exists.

Where Used: GLHP

Number of BatchesNumber of Batches indicates how many batches were reloaded or unloaded during history processing.

Where Used: GLHP

Period EndingPeriod End Date is the last date of the accounting period. Entry is 6 numbers based on your system date format.

Where Used: Fiscal Calendar Maintenance; GLHP; GLPC



Unload/ReloadUnload or Reload specifies the desired transaction history process. Unload or Reload codes are:

U = Unload. Remove transaction history from source to target medium.

R = Reload. Reload transaction history from source medium.

Default is U.

Where Used: GLHP

XX is a selection marker for identifying the accounting period history to unload. Entry options include:

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X = Mark to unload

Where Used: GLHP

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Fourth Shift Release 7.50 GLJL – G/L Journal Entry List

GLJL – G/L Journal Entry ListThe GLJL (G/L Journal Entry List) task prints batch transactions for a selected accounting period, and source code or batch type. The GLJL task prints each transaction by batch identification, master account, transaction description, transaction date, debit or credit amount, and total debits and credits. Transactions posted to a suspense master account include the suspense master account number and list the intended master account in the Trans Description field.

The general ledger distribution, by master account, can be included in a Master Account No Recap at the end of the report.

The G/L Journal Entry List can provide audit trail information for posted transactions. A G/L Journal Entry List for unposted transactions can assist in reconciling out-of-balance batches and expediting period-end close preparation. The list can also be used to print the transaction detail after a history reload to support an audit or management information request.

Note that the G/L Journal Entry List can be printed as an option when running the GLAU (G/L Account Update) task. Choose Print from the File menu on the journal entry screens (GLJE, GLJP and GLJR) this also prints the same G/L Journal Entry List for the displayed batch.

ParametersTo request a G/L Journal Entry List, you enter the GLJL task as one of the sequenced tasks in a batch process. See "Batch Processing" in the System Administration manual for the task prerequisites and processing frequency.

The GLJL task has the following parameters:

Parameter 1: Transaction TypeSpecify the type of transactions to be printed in the report. The report can be for posted (P), unposted (U) or all (A) transactions. If you specify unposted transactions, also specify which batch status to include in the report (Batch Status = A, S, H or E). Specifying unposted without a batch status selects all batch statuses.

Parameter 2: Accounting PeriodSpecify the accounting period for the GLJL report. Accounting period is specified as the period and year. Period is an entry between 01 and the number of periods identified in the accounting cycle. Year is two numbers identifying the year. An accounting period must be defined for the report.

Parameter 3: Source Code or Batch Type


1: Enter Posted, Unposted (Status), All

P, UX, or A Required

2: Enter Accounting Period D9999 Required

3: Select Source Code or Batch Type

SXXXXXX or BX Optional

4: Select Last Maint From/Thru Range

FMMDDYY TMMD-DYY

Optional

5: Select Master Account Recap Option

Y or N Optional

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Specify the batch source code or type (N, M, S, A, C or L) to include in the GLJL report. Both options cannot be selected for the report. If no option is identified, all batch source codes and types are included.

Parameter 4: Maintenance Date RangeSpecify the from and through date range for the report. If no date range is specified, all dates are included.

Parameter 5: Master Account RecapChoose to print the GLJL report with or without the master account impact summary. You can include the summary by entering a Y. If the recap option is not specified, the master account impact summary does not print.

ExampleFor example, to request the G/L Journal Entry List as the first task in the process for:

• unposted batches (Batch Type = E)

• accounting period 0991

• all maintenance dates

• including the master account impact summary


01 GLJL UE D0991 Y

To print a G/L Journal Entry List, use the BEXE (Batch Process Execution) screen to execute the process in which the GLJL task is entered. Check the LOG file produced if the GLJL task does not execute successfully.

Note: If you are using a multi-user configuration, print the G/L Journal Entry List when financial transactions from A/P, A/R or invoicing are not currently being added to the system. The G/L Journal Entry List can potentially show inaccurate totals due to the addition of new data entered during the printing process.

For example, the GLJL report has started printing when a user begins to add cash receipts on the ARCR screen. These cash receipts create automatic transactions added to an existing unposted ARCR batch. If the GLJL report has already printed the batch header for the unposted ARCR batch, the batch total in the header does not equal the total debits and credits based on the transaction detail now including a new transaction.



Task GLJL G/L Journal Entry List

Parameter 1 UE Unposted Error Batches

Parameter 2 D0991 Accounting Period 0991

Parameter 5 Y Include Master Account Impact Sum-mary

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Reports

G/L Journal Entry (created by GLJL)Lists batch transactions for a selected accounting period, and source code or batch type.






Approved byApproved by identifies the person or department providing approval for the journal entry.






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General Ledger 364
















General Ledger 365














General Ledger 366









Submitted bySubmitted by identifies the person or department submitting the journal entry.





General Ledger 367







General Ledger 368

Fourth Shift Release 7.50 GLMQ – G/L Module Communication

GLMQ – G/L Module Communication The GLMQ (G/L Module Communication) task manages the transfer of general ledger information from the manufacturing processes to the General Ledger module. These transactions create batches for the GLAU (G/L Account Update) task. The general ledger transactions are placed in either the ModcomGL queue or the MODCOMGL.FIL communication file.

Invalid transactions are processed based on the error handling code specified by the MFG to G/L Error Handling field on the GLCF (G/L Configuration) screen. When MFG to G/L Error Handling = I (ignore), invalid transaction are ignored. When MFG to G/L Error Handling = S (suspense), invalid transactions are posted to the appropriate suspense accounts.

Note: Transactions for posted accounts (CT = P) can be batched by general ledger module communication processing. Use the GLJE (G/L Journal Entry) screen to enter transactions for memo or statistical accounts.

Transactions with the same batch source code, status, type and accounting period are combined into the same batch, with a maximum of 9950 transactions per automated batch.

• The Batch Source Code and Batch Status used to combine transactions are maintained on the GLSC (G/L Source Code Maintenance) screen.

• Module communication transactions have a Batch Type = C (communication).

• The accounting period is based on the transaction date. When the transaction date corresponds to a prior period, the current accounting period is used. Transactions with different dates within the same accounting period are batched together.

The Detail/Summary field on the GLSC screen is used to further combine module communication transactions. When Detail/Summary = S (summary), transactions with the same transaction date and master account number are combined. The transaction detail is in the module communication file, but the detail information is not included in the batch. This might be useful for CROV (Cost Roll Over) transactions, for example. When transactions are combined in this way, the Trans Description = SUMMARIZED and the Reference fields on the G/L Transaction Detail screen are blank.

A sequential Batch No is assigned to each new batch, starting with the Last Batch No initialized on the GLCF (G/L Configuration) screen. When Batch No = 99999 is reached, the system begins again with Batch No = 00001.

When the GLMQ F option is used, an existing MODCOM *.MC file always takes precedence over a new MODCOM *.FIL file. In this way, rejected transactions must be resolved before the next set of transactions are processed. The GLMQ task processes one file per run. The GLMQ task must be rerun to process the MODCOM *.FIL file. See "Transaction Processing and Module Communication" in the Getting Started manual for information on the module communication processing method.

Zero-amount transactions do not prevent the <filename>.FIL file from being processed successfully. Transactions with amounts that are blank, however, are considered invalid transactions.

Identifying Zero-amount TransactionsEach time a transaction, with no cost, is recorded on a manufacturing screen, such as PORV, INVA, SHIP, etc., a row is created in the ZEROTRAN.FIL file. These rows contain a processing flag of zero (0), because they have not yet been reviewed by general ledger module communication processing.

ZEROTRAN.FIL rows are also created when running GLMQ with parameter F. The GLMQ batch task edits <filename>.FIL files. Each time a row with a zero value is found, a row is written to the ZEROTRAN.FIL file. The processing flag, the fifth field in each transaction row, displays 1, to indicate they have been reviewed by GLMQ. Rows that are created from manufacturing

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transactions with a zero value, and are not modified before GLMQ is run, will have two rows in the ZEROTRAN.FIL—one with a processing flag of 0; and one with a processing flag of 1.

• If using real-time processing, no zero-amount transactions with a processing flag of 1 are written to ZEROTRAN.FIL.

• ZEROTRAN.FIL is never deleted by the system. We recommend that you periodically review, back up, and delete this file.

Post-Processing ActionIf you are using a SQL Server configuration, use the GLEX (G/L Journal Entry Exceptions) screen to review and reprocess transactions with errors.

See Financial Transaction Processing Administration in the Setting Up the General Ledger Module section for more information.

ParametersTo request G/L Module Communication, you enter the GLMQ task as one of the sequenced tasks in either a real-time or batch process. See "Module Communication" in the System Administration manual for the real-time and batch task prerequisites and processing frequency.

The GLMQ task has the following parameters:

Parameter 1: Make the Queue Active or InactiveSpecify whether to make the queue active or inactive.

• Enter A—to activate the queue; no action is performed, if the queue is already activated.

• Enter I—to make the queue inactive. The Queue Processing parameter enables you to manually start or stop the corresponding module communication processing Service Broker queue.

This is option is similar to setting the Queue Processing Status to I using GLEX. For GLMQ, if activation stored procedures are running at the time the queue’s activation status is turned off, the batch task will not return until all activation stored procedures for that queue have stopped. This prevents any modcom messages for that queue to be processed while the next batch task in the BSET job is executing. No action is performed if the queue is already inactive.

Note: Changing the Queue Processing parameter from A to I causes the Service Broker to no longer invoke the activation stored procedure for the module communication processing queue, which results in turning off the Real-time Modcom feature.

Parameter 2: Seconds to Wait before Inactivating


1. Make the Queue Active or Inactive A or I Required, if F option is not specified

2. Seconds to Wait before Inactivating S999 Optional

3. Modcom File Name FX..X Required,if A or I option is not speci-fied

4. If F, Enforce in-order Line Processing O Optional

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Specify the number of seconds of inactivity in the queue before deactivating. The value of seconds must be between 1 and 999.

• If Parameter 1 = A—the queue is automatically deactivated after the designated number of seconds inactivity.

• If Parameter 1 = I—the queue waits until x-number of seconds of queue inactivity before deactivating the queue. The system default for the number of seconds is 5, but this option can be edited.

Parameter 3: Modcom File NameSpecify an existing file name with an .MC or .FIL extension. The file must reside in the directory determined by the ModcomFiles configuration variable: ModcomFiles fs.cfg. The filename you enter must not include file extension; instead, the process assumes a *.FIL file extension.

When the F option is specified, the program, first, checks for a file with the same name in the same directory except with a *.MC extension. If it does, the *.MC file is processed. Otherwise, the file specified by the F option with *.FIL extension is renamed to have an extension of *.MC, and its transactions are processed,

When processed, a filename with an .FIL extension is changed to .MC; if an existing .MC file exists, the extension is changed to .OLD, which will then overwrite an existing .OLD file.

Note: The F option takes care of the need to allow external files to be processed, similar to what is currently done with the E option of GLMC to read the modcomex.fil file.

Parameter 4: If F, Enforce In-order Line ProcessingO parameter—when the O option is specified in conjunction with the F option, all modcom messages in the file are assigned the same Service Broker conversation handle; they will be processed in the order they appear in the file.

ExampleFor example, to request G/L Module Communication

• as the first task in the process

• verifying transaction limits

• and using the <filename>.FIL file,


01 GLMQ I S10



Task GLMQ G/L Module Communication

Parameter 1 I Inactivate queue

Parameter 2 S Wait until no transactions are processed by the queue for 10 seconds

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02 GLMQ FTEST

Note: If module communication transactions are batched in summary format (Detail/Summary = S), a backup copy of the MODCOM *.FIL file should be retained for audit trail purposes. The MODCOM *.FIL file contains the detail transaction information for each summarized batch. Back up the MODCOM *.FIL file prior to running G/L Module Communication.

To run G/L Module Communication, use the BEXE (Batch Process Execution) screen to execute the process in which the GLMQ task is entered. Check the LOG file produced if the GLMQ task does not execute successfully.

Exception Report Error MessagesThe following error messages could appear on the Exception Report if the GLMQ task does not process all internal (Fourth Shift) or external (non-Fourth Shift) transactions in the MODCOM *.FIL file successfully. See Module Communication File Layout under Financial Transaction Processing Administration in the Setting Up the General Ledger Module section for more information. If the GLMQ task does not complete successfully, exit the system and print the process log file to use for further error analysis.

AMOUNT MUST NOT BE BLANK OR CONTAIN ALPHA CHARACTERSThe transaction contains a blank space or characters other than numbers. See Module Communication File Layout under Financial Transaction Processing Administration in the Setting Up the General Ledger Module section for more information. Verify the transaction amounts and rerun the GLMQ task.

AT LEAST ONE ACCT NO MUST BE PRESENT PER TRANSACTIONThe transaction does not include an account. Each transaction must include at least one account. See Module Communication File Layout under Financial Transaction Processing Administration in the Setting Up the General Ledger Module section for more information. Add a debit or credit account number to the transaction and rerun the GLMQ task.

BOTH THE DEBIT AND CREDIT ACCT NO MUST BE PRESENT PER TRANSACTIONInternal Fourth Shift transactions must contain both a debit and credit account number. The transaction is missing one or both of the account numbers. Contact Customer Support for assistance.

CR/LF ERROR — CHECK THIS RECORD AND ALL SUBSEQUENT RECORDSThe transaction does not include the necessary carriage return/line feed at the end of each transaction. See Module Communication File Layout under Financial Transaction Processing Administration in the Setting Up the General Ledger Module section for more information. Rerun the GLMQ task.

CREDIT ACCOUNT NO CANNOT CONTAIN IMBEDDED SPACESThe transaction uses a master account number with imbedded spaces. Master account numbers referenced must match the Master Account Number Mask defined on the GLCF screen. Verify



Task GLMQ G/L Module Communication

Parameter 1 FTEST Process the module communication transactions from the file TEST.FIL

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the master account numbers referenced match the Master Account Number Mask, remove any imbedded spaces and rerun the GLMQ task.

DEBIT ACCOUNT NO CANNOT CONTAIN IMBEDDED SPACESThe transaction uses a master account number with imbedded spaces. Master account numbers referenced must match the Master Account Number Mask defined on the GLCF screen. Verify the master account numbers referenced match the Master Account Number Mask, remove any imbedded spaces and rerun the GLMQ task.

DEBIT OR CREDIT AMOUNT OVERFLOWThe transaction contains a debit or credit value that exceeds the maximum number of characters that can be displayed in the field on screens. See Module Communication File Layout under Financial Transaction Processing Administration in the Setting Up the General Ledger Module section for more information. Verify and update the transaction as needed. Rerun the GLMQ task.

END DATES MUST BE ENTERED BY PERIOD ON GLCFThe transaction references a future fiscal year not defined on the GLCF screen. Use the GLCF screen to define all end dates for next year and rerun the GLMQ task.

INVALID TRANSACTION DATEThe transaction contains a transaction date that is not defined within your Fiscal Year End Dates on the GLCF (G/L Configuration) screen or the date uses an invalid format. See Module Communication File Layout under Financial Transaction Processing Administration in the Setting Up the General Ledger Module section for more information. Verify and update the transaction as needed. Rerun the GLMQ task.

RECORD ID IS NOT A VALID G/L TRANSACTIONThe transaction uses a record id other than GL. Print the MODCOM *.FIL file as well as the process log file. Each transaction record must begin with GL. If the GLMQ task processed the MODCOMEX.FIL file, see Module Communication File Layout under Financial Transaction Processing Administration in the Setting Up the General Ledger Module section for more information. If the GLMQ task processed the <filename>.FIL, contact Customer Support for assistance.

SOURCE CODE RECORD IS LOCKEDThe transaction has tried to update a batch that is currently being viewed or updated by another user. Once the other user is finished with the information, you may rerun the GLMQ task. Wait a few seconds before trying again.

TRANS CODE MUST BE ENTERED ON GLSCThe transaction references a batch source code that has not been defined on the GLSC (G/L Source Code Maintenance) screen. All external transactions referenced must have a source code defined before running the GLMQ task. Use the GLSC screen to define the necessary source codes and rerun the GLMQ task.

TRANS DATE MUST NOT BE BLANK OR CONTAIN ALPHA CHARACTERSThe transaction does not contain a transaction date. The accounting period is determined based on the transaction date. Each transaction must include a transaction date. If the GLMQ task processed the MODCOMEX.FIL file, see Module Communication File Layout under Financial Transaction Processing Administration in the Setting Up the General Ledger Module section for more information. If the GLMQ task processed the <filename>.FIL, contact Customer Support for assistance.

TRANSACTION LIMIT IS EXCEEDEDThe transaction master account contains a transaction limit greater than the limit established on the G/L Master Account Detail screen. Verify the transaction limits established. Either change the

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transaction limits and rerun the GLMQ task, or rerun the GLMQ task without verifying the transaction limit.

WARNING: CURRENCY CODE NOT ON CCMTThe currency code for this transaction is not defined on the CCMT (Currency Code Maintenance) screen. Use the CCMT screen to define the necessary currency code and rerun the GLMQ task.

TRANSACTION TO BANK ACCOUNT NO’S NOT PERMITTEDThe transaction references a bank master account. You are not authorized to update these accounts. Either verify the master account number or update the rights needed to update bank master accounts.

Reports

G/L Module Communication Exception ReportLists exceptions encountered during processing of module communication manufacturing transactions to general ledger (<filename>.FIL file).



FieldsAcctg Period





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Batch Total for This RunBatch Total for This Run is the sum of the debit entries created during the module communication process.

Where Used: GLMQ

Credit Account NoCredit Account Number is the master account number for which a zero-amount credit transaction was intended.

Where Used: GLEX; GLMQ

Debit Account NoDebit Account Number is the master account number for which a zero-amount debit transaction was intended.


Err FlagError Flag indicates whether a batch is balanced. If a batch is out of balance, the batch cannot be submitted for posting. Error Flags are:

Err = Batch is out of balance.blank=Batch is balanced.

Where Used: GLMQ; GLSI; GLSS

Error MsgG/L Error Message indicates why a transaction was rejected during the account update process.

Where Used: GLAU; GLMQ



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Preface of Zero Amount RecordPreface of Zero Amount Record identifies the transaction containing zero amounts impacting the general ledger. Identification includes the first two letters of the module which was the destination of the transaction, user identification, date, time, activity flag and the Batch Source Code for the transaction.

Where Used: GLMQ

ReasonReason Not Processed is an explanation of why the transaction was not processed.

Where Used: APMQ; ARMQ; GLMQ

Rec #Record Number identifies the transaction that was not processed. Identification number is the line number for the transaction in the original file.

Where Used: APMQ; ARMQ; GLMQ




Where Used: G/L Batch Detail; G/L Distribution (APSM Module); G/L Distribution (ARSM Module); G/L Distribution (CSHM Module); G/L Source Code List; G/L Transaction Detail;

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GLAU; GLDQ; GLEX; GLHP; GLJD; GLJE; GLJI; GLJL; GLJP; GLMQ; GLPC; GLSC; GLSI; GLSS; GLTG; IVPR; IVRR



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Fourth Shift Release 7.50 GLPC – G/L Period Close

GLPC – G/L Period CloseThe GLPC (G/L Period Close) task closes the current accounting period and performs year-end processing at the end of the fiscal year. Trial balance and general ledger reports for the current period should be printed before closing the period.

Reports

Batches Posted--Headers Only (created by GLPC)Summarizes the batches included in the period close by listing the identification for each posted batch. Generated automatically during year-end close by the GLPC task.



G/L Batch Audit ReportLists all posted batches (Batch Status = P) processed for the period close. Generated automatically during period-end close by the GLPC task.



G/L Batch Exception ReportLists all unposted batches submitted for the period close process. Generated automatically during period-end close by the GLPC task.



Master Account Numbers Created (created by GLPC)Lists all the new master account numbers created to post transactions. The corresponding consolidation account numbers are also identified. Generated automatically during year-end close by the GLPC task.



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Net Change Report (created by GLPC)Summarizes the net activity for each master account number impacted by the account update process. Net activity is listed for both the current and prior period. Generated automatically during year-end close by the GLPC task.



Retained Earnings Organizations ReportIf any retained earnings organizations do not exist during period end processing, this report indicates which organizations are missing. Generated automatically during year-end close by the GLPC task.



Task Reference

Processing CriteriaThe GLPC task tests for the following conditions:

• Accounting period identified is the same as the current period on the GLCF (G/L Configuration) screen.

• Retained earnings organizations exist. If any retained earnings organizations do not exist, a Retained Earnings Organization Report is printed indicating which organizations are missing.

• Suspense master accounts are open (Open/Close = O) and the G/L account is active (AI = A).

• Year-end dates have been established for the next year on the GLCF screen when doing a year-end close.

• No unposted batches (Batch Status = A, S or H) exist for the current or prior period. If unposted batches exist, the G/L Batch Exception Report lists all unposted batches.

• No cash sets are open in the current accounting period.

If any of these conditions are not met, the GLPC task does not complete the period-end closing.

The GLPC task does not verify that all module communication files have been processed or that all open invoices have been printed. Be sure to complete all steps in the period-end close activity flow before doing period-end closing.

See Period-end Closing in the Setting Up the General Ledger Module section for a general ledger preparation example.

Period-end ClosingThe GLPC task performs the following activities for period-end closing:

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• updates the current period field on the GLCF screen

• changes history type for all posted batches to Hist Type = H

• resets current period debits and credits to zero for each master account ready for the next period

• resets current period credits and debits to zero for organization/account combinations set up on the GLGQ (G/L Current Period Group Inquiry) screen

• resets current and prior period net change fields to zero for each master account

• creates recurring batches for the new current period based on frequency and number of cycles defined on the GLJR (G/L Journal Entry — Recurring/Template) screen

See Period-end Closing in the Setting Up the General Ledger Module section for a detailed processing chart.

Year-end ClosingThe GLPC task performs both current period and year-end closing at the end of the fiscal year. The GLPC task is executed only once to close both the current period and the fiscal year. See Fiscal Year-end Closing Process Flow in the Setting Up the General Ledger Module section for a detailed processing chart.

The GLPC task performs the following activities for year-end closing:

• verifies retained earnings organizations exist

• creates and posts retained earnings transactions for each organization and G/L account with CT = P to period 00-YY

• creates and posts reversing entries for resetting memo account balances (CT = M) to zero

• creates and posts reversing entries for resetting volume statistical account balances (CT = S and AT = V) to zero

• updates the current period field on the GLCF screen

• changes history type for all posted batches to Hist Type = H

• rolls the period-end dates forward to the next year

• resets current period debits and credits to zero for each master account

• resets current period credits and debits to zero for organization/account combinations set up on the GLGQ screen

• resets current period and prior period net change fields to zero and updates the prior period net change field with the new balance for each master account

• creates recurring batches based on frequency and number of cycles defined on the GLJR screen

ParametersTo request G/L Period Close, you enter the GLPC task as one of the sequenced tasks in a batch process. See "Batch Processing" in the System Administration manual for the task prerequisites and processing frequency.

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The GLPC task has the following parameters:

Parameter 1: Accounting Period to CloseSpecify the accounting period you wish to close. If the accounting period is the last period of the fiscal year, as defined on the GLCF screen, year-end processing is completed automatically. Accounting period is specified as the period and year. Period is an entry between 01 and the number of periods identified in the accounting cycle. Year is two numbers identifying the year. An accounting period must be defined for the GLPC task.

ExampleFor example, to request a G/L Period Close

• as the first task in the process

• for accounting period 0991,


01 GLPC P0991

Period-end and year-end closing may require a significant amount of time based on the amount of information processed. No other financial transactions can be processed while the GLPC task is executing. Establish a time for period-end and year-end closing so that the interruption of normal business operations is minimized.

The criteria for validating retained earnings transactions does not include:

• Open/Close = O (open)

• AI = A (active)

• Trans Limit not exceeded

In this way, posting to retained earnings master accounts can be completed successfully so that the year can be closed.

To execute G/L Period Close, use the BEXE (Batch Process Execution) screen to execute the process in which the GLPC task is entered. Check the LOG file produced if the GLPC task does not execute successfully.


1: Enter Accounting Period to Close P9999 Required



Task GLPC G/L Period Close

Parameter 1 P0991 Close Accounting Period 0991

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P = Posted.

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Master accounts are updated. No further changes allowed.
















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Current Period Change CreditsCurrent Period Change Credits is the total value of credits posted to the master account this period during this account update process.


Current Period Change DebitsCurrent Period Change Debits is the total value of debits posted to the master account this period during this account update process.


Current Period Change Net ActivityCurrent Period Change Net Activity is:

Current Period Change Debits - Current Period Change Credits

for the master account this period during this account update process.


EndingPeriod End Date is the last date of the accounting period. Entry is 6 numbers based on your system date format.

Where Used: Fiscal Calendar Maintenance; GLHP; GLPC

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Last ActivityLast Activity is the date transactions were posted and is the same as the Last Maint Date of a posted batch.

Where Used: GLPC





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Net Change ActivityNet Change Activity summarizes the total impact for each posted and memo account type for this account update process.


Posting RunPosting Run specifies the date and time account update processing was performed.


Prior Period Change CreditsPrior Period Change Credits is the total value of credits posted to the master account for a previous period during this account update process.


Prior Period Change DebitsPrior Period Change Debits is the total value of debits posted to the master account for a previous period during this account update process.


Prior Period Change Net ActivityPrior Period Change Net Activity is the total activity impacting a master account based on prior period entries during the last account update process.






Total Batches This PeriodTotal Batches This Period identifies the total number of batches processed during the period just closed.

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Where Used: GLPC

Total CreditsTotal Credits is the sum of all credit amounts.

Where Used: GLPC; GLSI; GLSS; GLTG

Total DebitsTotal Debits is the sum of all the debit amounts.


Total Deleted Batches This PeriodTotal Deleted Batches This Period identifies the number of deleted batches (Batch Type = D) for the period just closed.

Where Used: GLPC

Total Posted Batches This PeriodTotal Posted Batches This Period identifies the number of batches (Batch Type = P) posted during the period just closed.

Where Used: GLPC



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Fourth Shift Release 7.50 GLTG – G/L Trial Balance/General Ledger

GLTG – G/L Trial Balance/General LedgerThe GLTG (G/L Trial Balance/General Ledger) task prints three types of general ledger reports to provide audit and management information.

• The G/L Trial Balance Report is a summary report listing the beginning balance, total debits and credits, net activity and ending balance for each master account. The G/L Trial Balance prints quickly, is easy to store and is clear and concise to read.

• The General Ledger Recap Report includes the trial balance information, plus batch summaries for each master account. The G/L Recap Report provides a general ledger, without the transaction detail, which might be unnecessary.

• The General Ledger Detail Report includes the trial balance information, plus transaction detail for each master account. Transaction detail is presented in transaction date sequence. The G/L Detail Report provides a complete audit trail. All the detail supporting a transaction is in one place so that further investigation is avoided.

You can configure a general ledger report based on detail level, account category type, account range and organizations to prepare and analyze the general ledger for each business segment. Subtotaling is available by G/L account number.

Note: If you used the GLJP (G/L Journal Entry—Prior Period Adjustment) screen to initially load prior-period balances, these balances cannot be printed on the GLTG report until the current period is closed.

If you have used the GLHP (G/L History Process) screen to unload transaction history for any prior periods included in the GLTG report (Hist Type = U or I), the literal UNLOADED is printed in the Total Debits and Total Credits columns for the period.

ParametersTo request a G/L Trial Balance/General Ledger, you enter the GLTG task as one of the sequenced tasks in a batch process. See "Batch Processing" in the System Administration manual for the task prerequisites and processing frequency.

The GLTG task has the following parameters:

Parameter 1: Report and Category TypeSelect the G/L Trial Balance (T), G/L Recap (R) or G/L Detail (D) report to print. The entry of a report type is required for Parameter 1.

Identify the posted (P), memo (M) or statistical (S) category type for the report. If a category type is not identified, the report is printed for posted accounts.

Parameter 2: Sort and Subtotal Position


1: Trial Bal, G/L Recap, G/L Detail (P, S, M) TX, RX or DX Required

2: If TX: SA9 or SO9; RX or DX: SA or SO SA9 or SO9 Required

3: Enter Accounting Period Begin/End Range B9999 E9999 Required

4: Enter Organization and Page Break Level OX..X PX Optional

5: Enter G/L Account No First/Last Range F9..9 L9..9 Optional

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Select a sort sequence for the report. The sort sequence can be either by G/L account number (SA) or organization (SO). The entry of a sort option is required for Parameter 2.

The G/L Trial Balance Report (T) can include a subtotaling of G/L account numbers. Subtotaling can take place at a specific position within the G/L account number. For example, if you have a five-digit G/L account number and subtotal on position 2, G/L account numbers with the same first two digits are totaled together such as 10100, 10220, 10230, and 10240. In this example, these G/L account numbers are subtotaled as 10XXX. The subtotal position is an optional entry for Parameter 2.

Parameter 3: Accounting Period RangeSpecify the beginning and end accounting period of an accounting period range. Specify the same accounting period for both the beginning and end if the report is only for one accounting period. Accounting period is specified as the period and year. Period is an entry between 01 and the number of periods identified in the accounting cycle. Year is an entry of two numbers identifying the year. The entry of an accounting period range is required for Parameter 3.

Parameter 4: Organization and Page Break LevelSpecify the organization number (partially or fully defined) for which G/L account numbers should be printed. When a partial organization is specified, the remaining levels of the organization portion are included automatically. For example, if the organization portion of the Master Account Number Mask is DD-PPP-SSSS and the organization is specified as 01-100, then fully defined organizations starting with 01-100 (with variable SSSS levels) are used such as 01-100-5555, 01-100-5560 and so on. If no organization number is specified, all organizations are included.

Page breaks can be specified for a specific level in the organization portion of the Master Account Number Mask. For example, if the organization portion of the Master Account Number Mask is DD-PPP-SSSS and the page break level is specified as 2, then page breaks occur after each unique combination of DD-PPP. In this example, 01-100-5555 and 01-200-5560 are separated by a page break. A page break level entry cannot be specified when a fully defined organization is entered as the first part of Parameter 4.

This parameter can only be used when sort sequence is by organization.

Parameter 5: Account RangeSpecify the first and last G/L account number of an account range. If no account range is specified, all G/L account numbers are included.

ExampleFor example, to request a G/L Trial Balance/General Ledger as the second task in the process for:

• a G/L Recap Report sorted by organization for posted accounts

• accounting period 1191

• organization group 01 with page breaks at level 2 of the organization portion

• all G/L account numbers


01 GLTG RP SO B1191 E1191 O01 P2



Task GLTG G/L Trial Balance/General Ledger

Parameter 1 RP G/L Recap Report

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To run the G/L Trial Balance/General Ledger task, use the BEXE (Batch Process Execution) screen to execute the process in which the GLTG task is entered. Check the LOG file produced if the GLTG task does not execute successfully.

Reports

G/L Trial Balance (Posted)Summarizes the beginning balance, total debits and credits, net activity and ending balance for each master account.



General Ledger--Detail (Posted)Lists the trial balance information, plus transaction detail for each master account. Transaction detail is presented in transaction date sequence. The G/L Detail Report provides a complete audit trail



General Ledger--Recap (Posted)Lists the trial balance information, plus batch summaries for each master account.



Parameter 2 SO Sort by Organization

Parameter 3 B1191 E1191 Begin with Accounting Period 1191 and End Accounting Period 1191

Parameter 4 O01 P2 Organization 01 and Page Break at Level 2


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FieldsAT






BatchBatch Number is a system-assigned, sequential identifier for a set of transactions. A new Batch Number is assigned for each unique set of transactions. Entry is 6 numbers.






Beg BalanceBeginning Balance is based on actual, budget or planning activity for a master account.

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• Actual. Beginning Balance is the balance as of the last posted date before the beginning of the selected accounting period. Beginning Balance is system-calculated.

• Budget. Beginning Balance is the balance before the first accounting period of a fiscal year. Beginning Balance is manually entered for AT = A, L, C or B.

• Plan. Beginning Balance is the balance before the first accounting period of a planning year. Beginning Balance is manually entered for the first year for AT = A, L, C or B and is subsequently based on the ending balance of the previous year.


DateTransaction Date is the date the Seqn No for the batch was created or modified.


Ending BalanceEnding Balance is based on actual, budget or planning activity for a master account. Ending Balance is system-calculated.

• Actual. Ending Balance is the balance after period-end close.

• Budget. Ending Balance is the balance after the last accounting period of a fiscal year.

• Plan. Ending Balance is the balance after the last accounting period of a planning year. The Ending Balance for a plan becomes the Beg Balance for the same plan for the next year.


For Accts ThruFrom identifies the beginning of the range for the report or process. Entry length matches the range option.


For Accts ThruThru identifies the end of the range for the report or process. Entry length matches the range option.


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For Org ThruFrom identifies the beginning of the range for the report or process. Entry length matches the range option.


For Org ThruThru identifies the end of the range for the report or process. Entry length matches the range option.


For Periods ThruFrom identifies the beginning of the range for the report or process. Entry length matches the range option.


For Periods ThruThru identifies the end of the range for the report or process. Entry length matches the range option.




JEJournal Entry Number is the identifier for a unique set of transactions. A journal entry number is not system-maintained and is for reference only.

AUT = System-assigned when Batch Type = ACOM = System-assigned when Batch Type = CALC = System-assigned when Batch Type = L

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User-defined = Required for manual batches Batch Type = M, N or SEntry is any alphanumeric combination of up to 3 characters.








Period EndingAccounting Period is the period and year based on the transaction date. Entry is 2 numbers representing the period and 2 numbers identifying the last 2 digits of the fiscal year (1980 to 2079).


SeqnSequence Number identifies the order in which a transaction is carried within a batch. Duplicate Sequence Numbers within a batch are not allowed. Entry is up to 4 numbers.

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Sorted bySorted by identifies the sort sequence specified for the report or display.

Where Used: GLTG; INVR; Shipping Allocation Batch

SourceBatch Source Code is the identifier used to group transactions together for processing. Transactions are added to an existing batch if a matching batch is available. Otherwise a new batch is created. Entry is any alphanumeric combination of up to 6 characters.






TransTransaction Code identifies the internal (Fourth Shift) or external (non-Fourth Shift) source of a general ledger transaction. Entry is any alphanumeric combination of up to 6 characters.




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Fourth Shift Release 7.50 GLTP – G/L Account Type Maintenance

GLTP – G/L Account Type MaintenanceThe GLTP (G/L Account Type Maintenance) task provides the capability of modifying the account type and/or category type of a range of G/L accounts. The GLTP task replaces existing account information for G/L accounts already used in a master account. The GLTP task prints two reports:

• The G/L Account Type Exception Report lists the range of accounts, if any, that were not updated because an incompatible account type/category type combination was specified.

• The G/L Account Type Maintenance Report lists the range of accounts requested and shows the account information before and after the GLTP task was completed.

ParametersTo request G/L Account Type Maintenance, you enter the GLTP task as one of the sequenced tasks in a batch process. See "Batch Processing" in the System Administration manual for the task prerequisites and processing frequency.

The GLTP task has the following parameters:

Parameter 1: G/L Account Number RangeSpecify the range of G/L accounts to update. Specify the same G/L account for both the beginning and ending of the range if only one G/L account should be updated. Parameter 1 is required.

Parameter 2: Target Account TypeSpecify the new account type for the range of G/L accounts. See the GLCA - G/L Chart of Accounts topic in the Financial > General Ledger help for valid account types. An account type change, category type change or both is required. If no account type is specified, the account type for the range of G/L accounts is not changed.

Parameter 3: Target Category TypeSpecify the new category type for the range of G/L accounts. See the GLCA - G/L Chart of Accounts topic in the Financial > General Ledger help for valid category types. An account type change, category type change or both is required. If no category type is specified, the category type for the range of G/L accounts is not changed.

ExampleFor example, to request G/L Account Type Maintenance as the first task in the process for:

• G/L accounts 90000 through 91000

• changing category type to S



1: Enter G/L Account No From/Thru Range FX..X TX..X Required

2: Select Target Account Type AX Required

3: Select Target Category CX Required

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01 GLTP F90000 T91000 CS

The GLTP task does not require significant processing time; however, no users can be viewing or updating any information related to the specified range of accounts. Establish a time to run the GLTP task when normal business operations do not require this account information.

To run the GLTP task, use the BEXE (Batch Process Execution) screen to execute the process in which the GLTP task is entered. Check the LOG file produced if the GLTP task does not execute successfully.

Reports

G/L Account Type Exception ReportLists the range of accounts, if any, that were not updated because an incompatible account type/category type combination was specified.



G/L Account Type Maintenance ReportLists the range of accounts requested and shows the account information before and after the GLTP task was completed.



FieldsAccount Type


A = Asset



Task GLTP G/L Account Type Maintenance

Parameter 1 F90000 T91000 From G/L Account and Thru G/L Account

Parameter 3 CS Target Category Type

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L = LiabilityI = IncomeC = CapitalE = ExpenseV = Volume.




Category TypeCategory Type identifies a G/L account as posted, memo or statistical. The transactions posted to a master account must have a Batch Type that corresponds to the Category Type. Category Types are:









Source Account TypeSource Account Type specifies the original account type associated with the G/L account.

Where Used: GLTP

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Source Category TypeSource Category Type specifies the original category type associated with the G/L account.

Where Used: GLTP

Target Account TypeTarget Account Type specifies the revised account type assigned to the G/L account.

Where Used: GLTP

Target Category TypeTarget Category Type specifies the revised category type assigned to the G/L account.

Where Used: GLTP

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Fourth Shift Release 7.50 GLRC – G/L Report Copy

GLRC – G/L Report CopyThe GLRC (G/L Report Copy) screen provides the capability of duplicating or resequencing an existing report definition. Use the GLRC screen when you wish to create a new report with requirements which are similar to an existing report or to resequence an existing report in order to create space within the line sequence numbers for the addition of new lines. The report definition may then be modified using the GLRD (G/L Report Definition) screen.

Features






GLRD (G/L Report Definition) F8

GLRP (G/L Report Print) F9

GLRL (G/L Report Listing) F10


G/L Report List From Report Code To Report Code

ALT+F4


GLRD (G/L Report Definition) Screen label: From Report Code

GLRL (G/L Report Listing) Screen label: From Report Code

GLRD (G/L Report Definition) Screen label: To Report Code

GLRL (G/L Report Listing) Screen label: To Report Code

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FieldsFrom Report Code

From identifies the beginning or source for the specified process.




Line IncrementLine Increment is the factor by which instructions are automatically sequenced in the report definition. For example, a Line Increment of 10 produces instructions sequenced as 10, 20, 30 and so on. Entry is 1-99.

Where Used: GLRC; GLRD

Line RangeLine Range is the first and last line numbers of a sequence of instructions to be copied. Entry is up to 4 numbers for each.

Where Used: GLRC

Report TitleReport Title is the title of the report definition. Report Title prints as the second line of the report when the standard Fourth Shift header is used. Entry is any alphanumeric combination of up to 35 characters.

Where Used: G/L Report List; GLRC; GLRD; GLRL

ThruLine Range is the first and last line numbers of a sequence of instructions to be copied. Entry is up to 4 numbers for each.

Where Used: GLRC

To Report CodeThru identifies the ending or target for the specified process.


User IdUser Identification is the identification of the individual who created the report definition.

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Where Used: GLRC; GLRD; GLRL

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Fourth Shift Release 7.50 G/L Report List

G/L Report ListUse this window to view or select a report code from the list of existing report definitions. The G/L Report List window displays the identification for the report definition and the corresponding title.

Features




Reports

G/L Report ListLists the G/L Report Writer reports currently defined.



FieldsFunction



Report CodeReport Code identifies the financial report identification for the report. Entry is any alphanumeric combination of up to 8 characters.

Where Used: G/L Report List; GLRD; GLRL


Previous screen ESC

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Fourth Shift Release 7.50 G/L Report List

Report Logic VerifiedReport Logic Verified indicates whether the interrelationships of a report have been checked and found to be error-free. The indicators are:

Y = Yes. The interrelationships have been checked and are error-free. The report can be printed.

N = No. The interrelationships either have not been checked or contain errors. The report cannot be printed.




Starting Report CodeThe Starting field is used to request a list where the specified information appears first on the list. Starting entries may consist of a partial entry and if the entry is not in the list, the next highest entry appears first on the list. The Starting field can include one or more field combinations, each with its own entry requirements.


WidthWidth is the total number of spaces of the longest line in the report starting from the left margin.

Where Used: G/L Report List; GLRL

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Fourth Shift Release 7.50 GLRD – G/L Report Definition

GLRD – G/L Report DefinitionUse this screen to define printing formats for financial reports such as the Balance Sheet, Funds Statement and Income Statement. Within each report definition, you specify the report title, page and column headings, general ledger organizations and accounts to be included in the report, totals, and so on, by instruction line. Use the GLRP (G/L Report Print) task to print the financial reports.

Features





Reports

G/L Report DefinitionLists all instruction lines to produce the G/L report.


Report Template


GLRC (G/L Report Copy) F8

BEXE (Batch Process Execution) F9


Window Available From Shortcut Key(s)

G/L Report Definition Error Message List

Verb Operation/Comment ALT+F4

G/L Report List Report Code ALT+F4

G/L Report Definition Error Message List

Any location on the screen; performs report verification

CTRL+ENTER

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Screen Reference

Verb SummaryEach instruction line in the Report Definition section of the GLRD screen is defined by a verb and one or more parameters. The verbs, parameters which may be used with each verb, and the function of each verb are as follows:

Verb Parameters Action

ADVC (Line Advance),(Column Type)

Advance a number of lines before printing DCOL column headers

CLA (Accumulator) Clear accumulator

DCOL (Column),(Offset),(Srce),(Srce Char),(Round Fctr),(Mask),(Hdr),(Hdr)

Define columns

DLN (Source),(Detail/Summary),(Text),(Print),(Accumulate),(Print Order)

Define detail lines and accumulators

DLNT (Line Advance),(Justification),(Text),(Conditional Print)

Define and print detail line notes under DCOL headers

HDR (Line Advance),(Justification),(Text)

Define page headings

NOTE (Line Advance),(Justification),(Text)

Print text notation

ORG (Org),(Detail/Summary),(Level)

Organization(s) to be used in defining the report

PGBRK none Force a page break in the report

RDCOL (Column Type) Remove defined col-umns

SKIP (Line Advance), (Conditional Print) Skip a number of lines

UNDL (Underline), (Conditional Print) Print a row of single or double lines across a numeric column

/ (Text) Comment marker—no action is taken on this line

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FormatThe GLRD screen has two sections: Report Identification and Report Definition.

The Report Identification section specifies the parameters used for the report definition as a whole: the report code and title, paper length, margins, currency symbol, options including page numbers, headers, compressed mode and zero-amount printing. The sequence factor to be used with the auto-increment option is also specified in the Report Identification section.

Use the Report Definition section to enter each instruction needed to produce the report. You can add, change or delete instructions for a specific report identification.

The Report Definition section makes use of a G/L Report Definition Error Message List window. Use the G/L Report Definition Error Message List window to find and correct problems found with report logic. These problems are identified using the report logic verification function.

Auto-Increment and Copy OptionsTwo options are available as you add instructions to your report definition: auto-increment and copy.

Using the Auto-Increment OptionThe auto-increment option automatically sequences the instructions you are adding to the end of a report definition by the factor you enter in the Line Increment field. For example, when Line Increment = 10, instructions are automatically added with Line = 0010, 0020, 0030 and so on.

• Activation. The auto-increment option is activated when you add instructions to the end of a report definition. You add instructions to the end of a report definition when you:

- first create a report definition (automatic open line)

- position the cursor on the last existing instruction and from the Edit menu choose Add Data to open a line

• Deactivation. The auto-increment option is deactivated once you close the line until you once again add instructions to the end of the report definition. You may change the automatically assigned sequence number for a new instruction by first scrolling to the instruction and then tabbing back to the Line field and entering a new sequence number.

You may change the Line Increment at any time during the creation or maintenance of a report definition. The change only affects instructions added to the report definition from that point on. For example, if your report was sequenced with Line Increment = 10 and your report contains lines 0010, 0020 and 0030, changing to Line Increment = 20 does not change the sequencing of lines 0010, 0020 or 0030. Instructions added to the end of the report definition are added as Line = 0050, 0070, 0090 and so on. Use the GLRC (G/L Report Copy) screen to resequence the entire report when the factor between existing instructions needs to be changed.

Using the Copy OptionThe Copy option allows you to duplicate an existing instruction to minimize data entry effort. The Default Setup option from the Tools menu allows you to set up the copy option when adding an instruction. The copy option is deactivated when you close the line.

Add G/L Report InstructionThe following procedure includes steps for copying an existing line and for adding a new line to the report.

Not sure we want to add these yet?

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FieldsBottom Margins

Bottom Margins is the number of lines which remain blank at the bottom of each page. There are typically six lines to an inch when using normal print mode so a one-inch margin is 6. Entry is 0-99. Default is 0.

Where Used: GLRD

Currency SymbolCurrency Symbol is the set of characters used to indicate that the number is a monetary amount of a certain currency. For example, Currency Symbol = $ indicates a number is a dollar amount. Entry is any alphanumeric combination of up to 4 characters.

Where Used: CCMT; GLRD



Last MaintLast Maintenance is the last date a change was made to the report definition or the date the report definition was last verified.

Where Used: GLRD

Left MarginsLeft Margins is the number of spaces which should remain blank at the left side of each page. There are typically ten spaces to an inch when using normal print mode so a one-inch margin is 10. Entry is 0-99. Default is 0.

Where Used: GLRD

LineLine identifies the instruction sequence used to produce the report. Line numbers incremented by 10s or 20s provide flexibility for inserting additional instructions into the report definition. Entry is up to 0001-9998.

Where Used: G/L Report Definition Error Message List; GLRD

Line IncrementLine Increment is the factor by which instructions are automatically sequenced in the report definition. For example, a Line Increment of 10 produces instructions sequenced as 10, 20, 30 and so on. Entry is 1-99.

Where Used: GLRC; GLRD

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Operation/CommentOperation or Comment is what the Verb uses for its action or is an explanation of the report definition. Entry is any alphanumeric combination of up to 67 characters.

Where Used: GLRD

Page LengthPage Length is the number of lines which physically fit on one piece of paper. An 8 1/2 by 11 inch piece of paper typically holds 66 lines. Entry is 25-99. Default is 66.

Where Used: GLRD

Print CompressPrint Compressed indicates whether the report should be in compressed mode or normal mode. Print Compressed indicators are:

Y = Yes. The report should be printed in compressed print mode.

N = No. The report should be printed in normal print mode. A maximum of 132 characters can be printed on a non-wide carriage printer.

Where Used: GLRD; GLRL

Print Page NoPrint Page Number specifies whether page numbers should be included on a specific report.

Y = Yes. Include page numbers on report.

N = No. Omit page numbers on report.

Where Used: GLRD

Print Report HeaderPrint Report Header indicates whether the standard Fourth Shift report header should be printed on the report. If the standard Fourth Shift report header is not used, a header may be formatted by using the HDR verb. The indicators are:

Y = Yes. The standard Fourth Shift report header should be used.

N = No. The standard Fourth Shift report header should not be used.

Where Used: GLRD

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Print Zero AmountsPrint Zero Amounts specifies whether a report line containing a master account with balance of zero should be included in the report.

Y = Yes. Include lines with zero amounts in report.

N = No. Omit lines with zero amounts from report.

Lines with zero amounts due to the result of a formula, accumulator or summary are printed, regardless of the value specified for Print Zero Amounts.

Where Used: GLRD









Right MarginsRight Margins is the total number of spaces to allow for the report starting from the left side of the paper. Entry is 1-300. Default is 80.

Where Used: GLRD

Starting LineThe Starting field is used to request a list where the specified information appears first on the list. Starting entries may consist of a partial entry and if the entry is not in the list, the next

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highest entry appears first on the list. The Starting field can include one or more field combinations, each with its own entry requirements.


Top MarginsTop Margins is the number of lines which should remain blank at the top of each page. There are typically six lines to an inch when using normal print mode so a one-inch margin is 6. Entry is 0-99. Default is 0.

Where Used: GLRD



VerbVerb is the action to take to produce the report. Several Verbs may require parameters or text which exceed the 67-character Operation/Comment field. These Verbs have a corresponding Verb with the same name followed by an * to allow for the continuation of the action on the following line. Verbs are as follows:

Verb Description

ADVC Advance a number of lines before printing DCOL column headers.

CLA Clear accumulator.

DCOL/DCOL* Define columns.

DLN/DLN* Define detail lines and accumulators.

DLNT/DLNT* Define and print detail line notes under DCOL column headers.

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Where Used: GLRD

HDR/HDR* Define page headings.

NOTE/NOTE* Print text notation.

ORG Organization(s) to be used in defining the report.

PGBRK Force a pagebreak in the report.

RDCOL Remove defined columns.

SKIP Skip a number of lines.

UNDL Print a row of single or double lines under a numeric column.

/ Comment marker—no action is taken on this line.

Verb Description

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Fourth Shift Release 7.50 G/L Report Definition Error Message List

G/L Report Definition Error Message ListUse this window to view errors found by the report logic verification function. These errors must be corrected prior to printing the report using the GLRP (G/L Report Print) task. The G/L Report Definition Error Message List window identifies the instruction in which the error occurs and a corresponding error message.

The G/L Report Definition Error Message List window displays all errors found by the report logic verification function. These errors must all be corrected prior to printing the report using the GLRP (G/L Report Print) task. You may use this window to select error messages to correct.

This window opens automatically when the report logic verification function finds invalid logic. Once you have closed the window to correct an error, you may open it again from the Operation/Comment field of any instruction by selecting Browse/Detail from the Tools menu. Once you leave the GLRD screen or maintain a different report definition, you must reverify the report logic before you may open the G/L Report Definition Error Message List window again.

Features




Reports

G/L Report Definition Error Message ListLists the errors found during G/L report logic verification.




Previous screen ESC

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Fourth Shift Release 7.50 G/L Report Definition Error Message List

FieldsError/Warning Message

Error/Warning Message is a brief description of the problem found within the report definition.

Where Used: G/L Report Definition Error Message List



LineLine identifies the instruction sequence used to produce the report. Line numbers incremented by 10s or 20s provide flexibility for inserting additional instructions into the report definition. Entry is up to 0001-9998.

Where Used: G/L Report Definition Error Message List; GLRD

XX indicates whether a change was made to an instruction since the last report logic verification. X indicators are:

* = A change has been made to the instruction, possibly correcting the original error.blank = No change has been made to the instruction since the last report logic verification.

Where Used: G/L Report Definition Error Message List

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Fourth Shift Release 7.50 GLRL – G/L Report Listing

GLRL – G/L Report ListingUse this screen to view existing report codes, report titles, the user identification of the person who created the report, the width of the report, whether the report is set up to be printed in normal or compressed mode and whether the report logic has been verified. You can print a summary of all existing reports and select a report to edit using the GLRD (G/L Report Definition) screen.

Features



Reports

G/L Report ListingLists the G/L reports currently defined.





GLRD (G/L Report Definition) F9

GLRC (G/L Report Copy) F10


GLRD (G/L Report Definition) Screen label: Code

GLRD (G/L Report Definition) Screen label: Starting Report Code

GLRL (G/L Report Listing) Screen label: Starting Report Code

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FieldsComp

Print Compressed indicates whether the report should be in compressed mode or normal mode. Print Compressed indicators are:

Y = Yes. The report should be printed in compressed print mode.

N = No. The report should be printed in normal print mode. A maximum of 132 characters can be printed on a non-wide carriage printer.

Where Used: GLRD; GLRL











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Starting Report CodeThe Starting field is used to request a list where the specified information appears first on the list. Starting entries may consist of a partial entry and if the entry is not in the list, the next highest entry appears first on the list. The Starting field can include one or more field combinations, each with its own entry requirements.




WidthWidth is the total number of spaces of the longest line in the report starting from the left margin.

Where Used: G/L Report List; GLRL

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Fourth Shift Release 7.50 GLRP – G/L Report Print

GLRP – G/L Report PrintThe GLRP (G/L Report Print) task prints reports defined on the GLRD (G/L Report Definition) screen. Reports are identified by the user-defined Report Code (Parameter 1). Parameters 2 and 3 directly correspond to the ORG verb available for defining reports. The ORG verb defines the organization, level of detail and pagebreak level for a report. A report requires an ORG verb in its report definition or Parameters 2 and 3, but cannot have both.

You might choose to use Parameters 2 and 3 to print a generic report definition, changing the organization content each time you run the GLRP task. Only one organization can be specified using Parameters 2 and 3. Multiple organizations can be specified using the ORG verb.

Parameter 4 is used to identify the cutoff period for actual and budget values used with the report, and Parameter 5 allows you to print reports in an alternate currency.

ReportsThe GLRP task prints reports defined on the GLRD (G/L Report Definition) screen. When the reports are saved to a file, the file format is RTF (rich text format).

ParametersTo request G/L Report Print, you enter the GLRP task as one of the sequenced tasks in a batch process. See "Batch Processing" in the System Administration manual for the task prerequisites and processing frequency.

The GLRP task has the following parameters:

Parameter 1: Report CodeReport Code allows you to specify the identification of the report definition to use for the report. Use the R parameter followed by the report code to specify the desired report definition.

Parameter 2: OrganizationIdentify the partial organization, fully defined organization or the organization group for the report. A partial or fully defined organization must follow the format of the Master Account Number Mask.


1: Enter Report Code RXXXXXXXX Required

2: Enter Organization OX..X Optional if Report Verb not used

3: Enter Detail or Summary, & Org Level

D or S LX (0-6) Optional if Report Verb not used

4: Enter Cutoff for Actual and/or Budget

CAPPYY CBPPYY Optional

5: Alternate Currency Code AXXXXXX Optional

6: Exchange Rate Date EMMDDYY If Alternate Cur-rency Code is entered, Exchange Rate Date is optional

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For more information, see "Organization Selection" in the Building Reports section of the G/L Report Writer manual.

Parameter 3: Detail/Summary and Organizational LevelDetail/Summary. Detail/Summary specifies the way in which balances for master account numbers are reported when a partial organization or organization group is used. Detail/Summary is required for a partial organization or group. A fully defined organization is printed in detail. The Detail/Summary options are:

- D (detail). If a partial organization number is entered for Parameter 2, a separate report is printed for each organization at the level.

If an organization group is entered for Parameter 2, a separate report is printed for each organization number or group which is one level down from the group entered. Organization level does not apply.

If TOTALSALES is entered for Parameter 2, a separate report will be printed for NORTHSALES, EASTSALES, WESTSALES and SOUTHSALES, assuming these groups are one level down from the group TOTALSALES on the GLAG (G/L Account Group) screen.

- S (summary). A summarized report is printed for the organization number or group entered in Parameter 2, summarizing account balances for all organization levels below the organization number of the group entered in Parameter 2. Organization level does not apply.

For example, the balances for the following accounts are printed differently when partial organization 01-MK is specified:

Organization Level. Organization level specifies at which level in the organization structure a pagebreak occurs in the report. Organization level is entered as the number identifying the level for partial or fully defined organizations.

For example, if organization level is specified as L3 and the Master Account Number Mask = DD-TT-PP-AAAAA, a pagebreak occurs each time PP changes. Based on the previous example, four pages would print—one for each region below 01-MK.

Organization level is not specified for an organization group. L1 is assumed for an organization group. A pagebreak occurs one level below the organization group. Based on the previous example, if SALESMKTG is specified as the organization, pagebreaks occur at 01-MK and 01-SL.

The organization level or group prints on line 3 of each new page when Print Report Header = Y on the GLRD screen. The description for the organization prints in the positions available.

Parameter 4: Current Year and Period for Budget and ActualSpecify the cutoff budget and actual accounting period to use with the report printing process. This parameter allows you to print reports for prior periods. For example, if the date is now 01/96 and you need a report printed for 06/95 and budget activity through 09/95, you enter CA0695 CB0995 as Parameter 4. Current activity occurring after 06/95 and budget activity for periods after 09/95

Printed Balance

Detail: 4 lines printed 01-MK-WS-7600001-MK-SO-7600001-MK-NO-7600001-MK-EA-76000

Summary: 1 line printed 76000

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will not be included in the report. Parameter 4 defaults to the Current Period displayed on the GLCF (G/L Configuration) screen.

The report is printed as if the current period is 06/95. Activity occurring after 06/95 is not included in the report.

Parameter 5: Alternate Currency CodeSpecify the Alternate Currency Code in which to print the report. Converting report amounts for an EMU member state requires triangulation through the euro currency.

If the decimal precision of the alternate currency is different than that of the local currency, the report mask may be affected. Report masks are maintained on the GLRD screen.

ExampleFor example, to request a G/L Report Print as the first task in the process for:

• Travel Expense Report (TRAVEL)

• partial organization 01

• summarized balances

• pagebreaks at level 2 of the organization portion

• for the period 06/04


01 GLRP RTRAVEL O01 S L2 CA0604

To run the GLRP task, use the BEXE (Batch Process Execution) screen to execute the process in which the GLRP task is entered. Check the LOG file produced if the GLRP task does not execute successfully.

Parameter 6: Exchange Rate DateSpecify the currency Exchange Rate Date if Alternate Currency Code is entered. If no currency Exchange Rate Date is entered, use the current Exchange Rate Date.



Task GLRP G/L Report Print

Parameter 1 RTRAVEL Report Code

Parameter 2 O01 Organization

Parameter 3 S Detail/Summary

Parameter 3 L2 Organizational Level

Parameter 4 CA0604 Actuals for Accounting Period

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Fourth Shift Release 7.50 GLSC – G/L Source Code Maintenance

GLSC – G/L Source Code MaintenanceUse this screen to specify how financial transactions are batched and posted to the general ledger. Internal (Fourth Shift) and external (non-Fourth Shift) transactions are defined and combined into processing groups for batching purposes. Internal transactions are predefined and precombined into processing groups. You can recombine internal transactions as well as add external transactions for the account update process. Use the related G/L Trans Description Definition window to customize descriptions for each internal transaction.

Features




Reports

G/L Source Code MaintenanceLists all the transaction codes currently defined.




GLAU (G/L Account Update) F9



G/L Source Code List Batch Source Code ALT+F4

G/L Trans Description Def-inition

Internal transaction line; Detail/Summary = D

ALT+F4


Trans Description Tab at top of screen

General Ledger 422



Screen Reference

Before You BeginFinancial transactions are combined into batches for the account update process. The financial transactions defined on the GLSC screen are from the following sources:

• internal (Fourth Shift) manufacturing; placed in a module communication general ledger transaction Batch Type = C)

• internal (Fourth Shift) accounts payable, accounts receivable and invoicing; automatically batched (Batch Type = A)

• external (non-Fourth Shift); placed in a module communication file for batching by the GLMQ task (Batch Type = C)

Financial transactions not defined on the GLSC screen are from the following sources:

• internal (Fourth Shift) general ledger; manually created using the GLJE, GLJP (G/L Journal Entry—Prior Period Adjustment) and GLJR (G/L Journal Entry—Recurring/ Template) screens and automatically batched (Batch Type = N, M or S)

• internal (Fourth Shift) general ledger; consolidated activity placed in a module communication file and batched by the GLCO (G/L Consolidation Process) screen (Batch Type = C, M or S)

Financial transactions are combined based on:

• batch source code

• batch status

• batch type

• accounting period

The Batch Source Code and Batch Status used to combine transactions are assigned on the GLSC screen or are system-assigned. The Batch Type and accounting period are based on the transaction source and date.

Fourth Shift is shipped with predefined, precombined internal transactions.

• A Trans Code identifies each transaction. For example, PICKMI is assigned to a manufacturing order issue made on the PICK (Picklist) screen. The first four characters of the Trans Code correspond to the screen or task creating the transaction.

• A Batch Source Code identifies the processing group into which transactions are combined. For example, the PICKM processing group contains the PICKMI (manufacturing order issue) and PICKMX (manufacturing order reverse issue) transactions. These transactions are analyzed during the module communication process to produce PICKM batches.

These predefined processing groups create submitted batches (Batch Status = S) including detail information (Detail/Summary = D). Use the screen report to determine existing transaction codes and corresponding Batch Source Codes. See Transactions by Batch Source Code under Financial Transaction Processing Administration in the Setting Up the General Ledger Module section for a listing by Batch Source Code.

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External transactions must be defined and combined on the GLSC screen before they can be processed by the GLMQ task. See Financial Transaction Processing Administration in the Setting Up the General Ledger Module section for external interface file requirements.

The Detail/Summary field is used to further combine module communication transactions. When Detail/Summary = S (summary), transactions with the same transaction date and master account number are combined. The transaction detail for manufacturing transactions is in the module communication file, but the detail information is not included in the batch. This might be useful for CROV (Cost Roll Over) transactions, for example. When transactions are combined in this way, the Trans Description = SUMMARIZED and the Reference fields on the G/L Transaction Detail screen are blank.

Before deciding to summarize a manufacturing transaction, be certain processes and controls are in place to capture the detail before the transaction is summarized by the GLMQ task. Once the <filename>.FIL or MODCOMEX.FIL file is processed by the GLMQ task, the detail is no longer available. It is important to save copies of the <filename>.FIL or MODCOMEX.FIL file to support an audit when Detail/Summary = S.

Recombining TransactionsInternal (Fourth Shift) transactions can be recombined using different Batch Source Codes, but cannot be deleted. Recombining internal transactions is optional. A transaction can be included in only one Batch Source Code at a time. Once a transaction is included in a new Batch Source Code the transaction is automatically removed from its original Batch Source Code. When all the transactions are removed from a Batch Source Code, the Batch Source Code must be deleted using the CTRL+F6 keys.

Before you begin recombining transactions, you need to analyze your accounting function so the batch source codes support your business. Decisions that affect these batch source codes can include:

• Which transactions logically belong together for business operations?

• How many transactions does each transaction code produce in a typical day?

• How much batch processing time is available?

• What should the batch source code represent?

Transactions can be grouped in many ways depending on the requirements of your business. For example, you could recombine PICKMI, PICKMX, PICKPI, PICKPX, PICKCI and PICKCX transactions into a PICK batch source code so that issue and reverse issue transactions for manufacturing, purchase and customer orders are batched together. In this example, the original PICKM, PICKC and PICKP batch source codes are deleted once all of their corresponding transactions have been recombined into the PICK processing group.

Before Recombination

Batch Source Code Trans Code

PICKM PICKMIPICKMX

PICKC PICKCIPICKC

PICKP PICKPIPICKPX

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After Recombination

Use the screen report to determine each existing transaction and corresponding Batch Source Code as a guide. Remember, transactions that differ in Batch Type are not batched together even though the transactions might be combined in the same processing group. For example, accounts receivable, accounts payable and invoicing transactions should not be recombined into the same processing group as manufacturing GLSC transactions.

FormatThe GLSC screen consists of two sections: Processing Group Identification and Transaction.

The Processing Group Identification section defines the processing group into which transactions are combined for batching purposes. Processing group identification includes batch source code, status and description.

The Transaction section identifies the internal and external transactions included in the processing group. Transaction identification includes a transaction code and description, as well as an indicator for the level of information included for each transaction.

FieldsBatch Description

Batch Description defines a batch in terms of its use. The Batch Description for reversal batches is system-generated indicating the original batch number and cannot be changed. Entry is any alphanumeric combination of up to 35 characters.




Batch Source Code Trans CodeDeleted Batch Source

Codes

PICK PICKMIPICKMXPICKCIPICKCXPICKPIPICKPX

PICKMPICKCPICKP

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Detail/SummaryDetail or Summary is assigned by Trans Code to allow module communication transactions (Batch Type = C) to include detail or summary information when transferred to the general ledger. Accounts payable, accounts receivable and invoicing transactions (Batch Type = A) must use detail information. Summarization is useful when only a total account impact is needed to update the general ledger, such as inventory move transactions. Detail information requires more processing time. Detail or Summary codes are:

D = DetailS = Summary

Where Used: GLSC



Starting Trans CodeThe Starting field is used to request a list where the specified information appears first on the list. Starting entries may consist of a partial entry and if the entry is not in the list, the next

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highest entry appears first on the list. The Starting field can include one or more field combinations, each with its own entry requirements.




Trans Code DescriptionTransaction Code Description is an explanation of the internal (Fourth Shift) or external (non-Fourth Shift) transaction. Entry is any alphanumeric combination of up to 30 characters.

Where Used: GLSC

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Fourth Shift Release 7.50 G/L Source Code List

G/L Source Code ListUse this window to select a batch source code from all existing batch source codes defined in the system. Batch source codes identify a group of transactions processed together. The G/L Source Code List window displays the status and description associated with each batch source code.

Features

Transportation ShortcutsYou can use shortcut keys buttons to go to the following related screens.



Reports

G/L Source Code ListLists all the batch source codes currently defined.



FieldsBatch Description

Batch Description defines a batch in terms of its use. The Batch Description for reversal batches is system-generated indicating the original batch number and cannot be changed. Entry is any alphanumeric combination of up to 35 characters.



Previous screen ESC

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Starting Source CodeThe Starting field is used to request a list where the specified information appears first on the list. Starting entries may consist of a partial entry and if the entry is not in the list, the next highest entry appears first on the list. The Starting field can include one or more field combinations, each with its own entry requirements.

General Ledger 429



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Fourth Shift Release 7.50 G/L Trans Description Definition

G/L Trans Description DefinitionUse this window to customize the description related to each internal (Fourth Shift) transaction. The default descriptions are customer name, vendor name, MFG Order and item description based on the transaction type. The item number is used when the item description is unavailable. Each transaction has a possibility of ten related reference fields. These reference fields are displayed on the G/L Transaction Detail screen and can be combined to create custom descriptions.

Features




FieldsFunction



Lgth SelectLength Selection is the number of characters assigned to the reference field in the transaction description. The Length Selection must be less than or equal to the maximum length of the reference field. An asterisk (*) is included as the last character of the reference field to indicate the field is truncated when the Length Selection is less than the actual length of the field in the database.


Previous screen ESC


G/L Source Code Maintenance Tab at top of screen

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Fourth Shift Release 7.50 G/L Trans Description Definition

Where Used: G/L Trans Description Definition

Max LgthMaximum Length is the total number of characters for the reference field. You can choose to include the total or less than the total number of characters to be included in the transaction description.


Order SelectOrder Selection is the sequence of the reference field in the transaction description. Order Selection can be in the range 1-11.


Reference FieldReference is information that further describes a specific transaction or gives additional audit trail information, if available. Not all Reference fields contain data for every transaction. Reference information can also be added for manually created transactions. Entry is any alphanumeric combination of up to 30 characters.


S SelectSpace Selection indicates whether a space character should occur after the reference field to separate it from the next reference field in the transaction description. Space Selections are:

S = Include a space.blank = Do not include a space.


Total Select LgthTotal Selected Length is the sum of the lengths selected for each reference field plus any space characters included as separators. The Total Selected Length should not exceed 70 characters. If the Total Selected Length does exceed 70 characters, a variable-length description format is used to include as many characters as possible from each reference field.


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Fourth Shift Release 7.50 GLSS – G/L Batch Submission Status

GLSS – G/L Batch Submission StatusUse the G/L Batch Submission Status screen to change the Batch Status and Acctg Period to submit batches for the account update process. Posted and deleted batches are listed for reference purposes. Batches are identified by batch status, accounting period, batch source code, batch number, batch type, last maintenance date, journal entry number, total debits, total credits, and an out-of-balance indicator.


• The GLSS (G/L Batch Submission Status) screen allows you to view and update batch status information.

• The GLSI (G/L Batch Submission Status Inquiry) screen only allows you to view this information.


Features



Reports

G/L Batch Submission StatusLists information for a batch range based on the specific sort option.



GLJL (G/L Journal Entry List) F8

GLAU (G/L Account Update) F9



GLAU (G/L Account Update) Next Step button


General Ledger 433




Screen Reference

Before You BeginChanges can only be made to the Batch Status and Acctg Period of a batch that is active, submitted or on hold (Batch Status = A, S or H). A batch can be submitted for posting only when it is in balance (Err Flag = blank). Out-of-balance batches (Err Flag = ERR) and header-only batches (Total Debits and Total Credits =0) cannot be submitted for the account update process.

• Out-of-balance batches must be corrected on either the GLJE screen for current period transactions or on the GLJP (G/L Journal Entry—Prior Period Adjustment) screen for prior period transactions.

• Header-only batches must either have detail added or be deleted on the GLJE or GLJP screen, depending on the Batch Source Code.

Changes to Acctg Period are based on the Batch Source Code or Batch Type:

• When the Batch Source Code = GLJP (prior period adjustments), the Acctg Period can only be changed to another valid, prior accounting period.

• When the Batch Type displays a reversal (R) after the original type, the Acctg Period can only be incremented once (03 to 04 or 12 to 01, for example). Once incremented, the Acctg Period can be changed back and forth, one period in each direction. When the Acctg Period change spans two years, the year must also be changed.

• When a batch does not have a Batch Source Code = GLJP or is not a reversal, the Acctg Period can be changed to any future period or back to the current period.

FieldsAcctg Period



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Err FlagError Flag indicates whether a batch is balanced. If a batch is out of balance, the batch cannot be submitted for posting. Error Flags are:

Err = Batch is out of balance.blank=Batch is balanced.

Where Used: GLMQ; GLSI; GLSS






General Ledger 435






B = Batch numberS = Source codeT = Batch statusA = Accounting period

Default is T.

Where Used: GLSI; GLSS



STBatch Status indicates the current position of the batch within the account update process. Batch Statuses are:





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StartingThe Starting field is used to request a list where the specified information appears first on the list. Starting entries may consist of a partial entry and if the entry is not in the list, the next highest entry appears first on the list. The Starting field can include one or more field combinations, each with its own entry requirements.






TypBatch Type indicates the type of transactions and corresponds to the account category type (CT). Batch Types are:

N = Normal.

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Manual transactions used to update the general ledger; CT = P (posted).








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Fourth Shift Release 7.50 GLEX – G/L Journal Entry Exceptions

GLEX – G/L Journal Entry ExceptionsUse the G/L Journal Entry Exceptions screen to manage the G/L module communication queue and to review exceptions that result from real-time modcom processing or that were created after the GLMQ (G/L Module Communication) task is run. The GLEX screen provides a consolidated display of issues related to module communication processing. Each transaction is assigned a status identifying the type of error causing the transaction to be listed. After making the necessary corrections to the transactions listed, you reprocess the transaction directly from the GLEX screen.

Transactions listed on the GLEX screen do not prevent the successful completion of module communication processing. However, the transactions listed on GLEX are not available for further G/L processing until the errors have been corrected.

If there are modcom processing messages in the modcom G/L queue or the system transmission queue, two additional screens are available to help you diagnose and troubleshoot issues described by those messages. One version of the screen allows you to view all modcom G/L transactions to be processed in the modcom G/L queue and the system transmission queue. The other version of the screen displays all modcom validation and processing exceptions.

Features




Modcom G/L Transactions to be Processed F8

Modcom G/L Validation/Processing Exceptions F9

Turn Queue on(only available when the Queue Receiving Sta-tus is Off)

F10


Modcom G/L Transactions to be Pro-cessed

Tab at top of screen

Modcom G/L Validation/Processing Exceptions


Turn Queue on(only available when the Queue Receiv-ing Status is Off)

F10

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Reports

G/L Journal Entry ExceptionsLists G/L journal entry module communication exceptions and statuses.



Screen Reference

Exception StatusesException statuses for module communication transactions provide a list of corrective actions needed resulting from real-time modcom processing or running the GLMQ (G/L Module Communication) task. The exception statuses displayed on the GLEX screen combined with the G/L Module Communication Exception Report, created by the GLMQ task, are used to identify and correct any errors.

Exceptions listed either on the GLEX screen or the G/L Module Communication Exception Report identify transactions that are not available for G/L processing. These errors must be corrected in order for G/L processing to be completed.

Error correction includes updating the data in Fourth Shift or adjusting the data in the <filename>.FIL file. Reprocessing is done slightly differently depending on where the exception is listed.

Modcom ExceptionsInformation about General Ledger modcom processing exceptions is summarized on the GLEX screen. If the G/L Count or the Transmission Count values are greater than zero, then the modcom transactions stored on those queues can be seen on the Modcom G/L Transactions To Be Processed screen by pressing F8. If the Transmission Count value is greater than zero, this means that modcom G/L transactions have been sent after the G/L queue’s Receiving Status was set to OFF, usually as a result of a “poison message” that occurs when a modcom transaction is unable to be successfully processed after five attempts by the database Service Broker. Modcom transactions in the transmission queue are identified by leading question marks (“?”) on the Modcom G/L Transactions To Be Processed screen.

Information about any validation or processing errors for modcom transactions can be viewed on the Modcom G/L Validation/Processing Exceptions screen by pressing F9. This screen should be

Exception Displayed on Reprocessed by...

GLEX Pressing Ctrl+Enter on the GLEX screen

G/L Module Communication Exception Report

Rerunning the GLMQ task to reprocess the transactions with errors.

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used when diagnosing any poison message that caused the queue processing status to be OFF. Note that errors older than a specified age can be deleted from the database using the RWFL Database Table Row Purge task with the E option.

If the Queue Receiving Status is OFF, press F10 to turn it back on. When you press F10, a popup message displays instructing you to press CTRL+Enter to turn the queue’s receiving status back on. This will cause any transactions in the transmission queue to move to the G/L queue. If the Queue Processing Status is Active, those transactions will be processed. Note that if the queue shuts down again because of a poison message, the Queue Receiving Status will return to OFF.

For more information:

• See Exception Report Error Messages under the Post-Processing Action in the GLMQ – G/L Module Communication section for more information on handling exceptions listed on the report.

• See “Process Status” in the Field Glossary for more information on handling exceptions listed on the GLEX screen.

FieldsAs of Date

The As of Date is the system date and time when the screen was last refreshed.

Where Used: APEX; AREX; GLEX



Batch SourceBatch Source Code is the identifier used to group transactions together for processing. Transactions are added to an existing batch if a matching batch is available. Otherwise a new batch is created. Entry is any alphanumeric combination of up to 6 characters.


Credit Account NoCredit Account Number is the master account number for which a zero-amount credit transaction was intended.


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Debit Account NoDebit Account Number is the master account number for which a zero-amount debit transaction was intended.




G/L CountG/L Count is the number of modcom transactions to be processed in the modcom G/L queue.

Where Used: GLEX

Process StatusProcess Status indicates the cause of the module communication transaction exception. Transactions with exceptions are successfully processed out of the module communication file but are not available for A/P processing until errors are corrected. Process Status options include:

Status Description

3 Accounting period does not exist for transaction date. Correct the transaction date on the transaction or add an accounting period for the date on the GLCF (G/L Config-uration) screen.

4 G/L Transaction Code or Vendor Id does not exist. Verify that the transaction code or vendor id is valid, or contact your system administrator.

5 A/P maximum receipt quantity exceeded. Delete the receipt and reverse receipt trans-actions from the APEX screen. Then, use the PORV screen to enter receipts in smaller quantities.

6 Receipt sequence number exceeds maxi-mum. (A/P transactions only.) Delete the receipt and reverse receipt transactions from the APEX screen. Then, create and receive a new purchase order with a valid sequence number.

9 Unexpected system error. Contact your system administrator.

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Not all Process Status values are used in this release.

Where Used: APEX; AREX

Queue Broker StatusQueue Broker Status defines whether the Service Broker is enabled or disabled in the database.

Enabled = On—the Service Broker is running. Disabled = Off—the Service Broker is not running.


Queue Processing StatusQueue Processing Status enables you to manually activate or inactivate the corresponding module communication processing Service Broker queue. The Processing Status options include:

A = Active—the module communication processing queue is active and automatically processes all manufacturing transactions immediately, in real-time.

- Changing the process status from I to A activates the module communication queue to immediately process any stored transactions, as well as any future transactions, which then causes the related financial tables to be updated.

- The system default is Active, when a new Fourth Shift system is installed.

I = Inactive—the module communication processing queue is inactive and all current and future transactions are collected (in the queue) waiting to be processed.

- Changing the process status from A to I causes the Service Broker to no longer automatically continue processing the module communication transactions. All transactions will continue to be stored in the module communications processing queue until the process status is changed back to A (activate).

- The system default is Inactive, when converting an existing Fourth Shift database from Release 7.40 to 7.50.


Queue Receiving StatusQueue Receiving Status identifies whether the modcom queue is on or off. The Queue Receiving Status values include:

On—the modcom queue is turned on. This means that the modcom queue can receive transactions. If the Queue Processing Status is A (active), then those transactions are processed in real time. If the Queue Processing Status is I (inactive), then those transactions are stored in the queue until the queue is activated.Off—the modcom queue is turned off. This means that the modcom queue cannot receive transactions. This is usually caused by a poison message error with the most recent transaction on the modcom queue. Any further modcom transactions that are sent by Fourth Shift applications are then safely stored in the transmission queue until the modcom queue is turned back on. Press F8 to view these transactions on the Modcom Transactions To Be Processed screen. These transactions display with leading question marks (“?”).

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Starting Batch SourceThe Starting field is used to request a list where the specified information appears first on the list. Starting entries may consist of a partial entry and if the entry is not in the list, the next highest entry appears first on the list. The Starting field can include one or more field combinations, each with its own entry requirements.








Transaction AmountTransaction Amount is the total value of the transaction. Entry is up to 999,999,999.99.

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Transmission CountTransmission Count is the number of modcom G/L transactions stored in the system transmission queue.

Where Used: GLEX

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Fourth Shift Release 7.50 Modcom G/L Transactions to be Processed

Modcom G/L Transactions to be ProcessedThe Modcom G/L Transactions to be Processed screen displays the Modcom G/L transactions in the modcom G/L queue and in the system transmission queue. This screen lists those messages.

Use this screen to view unprocessed modcom G/L transactions and to troubleshoot and diagnose any issues with the modcom G/L queue and the system transmission queue.

This screen is read-only. Modcom transactions display on this screen until they are processed.

Features





Previous screen F8

Modcom G/L Validation/Processing Exceptions F9

Turn Queue on(only available when the Queue Receiving Sta-tus is Off)

F10


Previous screen Tab at top of screen

Modcom G/L Validation/Processing Exceptions


Turn Queue on(only available when the Queue Receiv-ing Status is Off)


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Screen Reference

Modcom G/L Transactions to be Processed – FormatThe modcom message section lists the first 80 characters of all modcom transactions in the modcom G/L queue and the system transmission queue. Messages are displayed in chronological order with the oldest message at the top of the list.

• Messages from the system transmission queue are identified by a question mark (?) before the first field.

• Messages from the modcom G/L queue do not have a question mark before the first field.

The entire modcom message of the message selected in the modcom message list section displays at the bottom of the screen. Select any message to display the entire message at the bottom of the screen.

To view modcom G/L validation/processing exceptions, press F9.

Note: If the Receiving Status is off, use F10 to turn it back on. When you press F10, a popup message displays instructing you to click CTRL+Enter to turn the Receiving status back on.

FieldsAs of Date






Where Used: GLEX




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Where Used: GLEX

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Fourth Shift Release 7.50 Modcom G/L Validation/Processing Exceptions

Modcom G/L Validation/Processing ExceptionsThe Modcom G/L Validation/Processing Exceptions screen displays all modcom validation and processing exceptions stored in the database. For each validation or processing exception, the error message displays. For validation exceptions, the modcom message also displays.

Use this screen to troubleshoot and diagnose error messages for validation and processing exceptions.

This screen is read-only. Messages display on this screen until they are deleted. Use the RWFL - Database Table Row Purge screen to delete messages older than a specified number of days.

Features




Screen Reference

Modcom G/L Validation/Processing Exceptions – Format


Previous screen F8

Modcom G/L Transactions to be Processed F9

Turn Queue on(only available when the Receiving status is Off)

F10


Previous screen Tab at top of screen

Modcom G/L Transactions to be Pro-cessed


Turn Queue on(only available when the Receiving sta-tus is Off)


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The modcom message section lists the first 80 characters of all error messages for validation or processing exceptions. Messages are displayed in chronological order with the most recent error message at the top of the list.

Select any message to display the entire error message at the bottom of the screen.

• For validation errors, the complete error message for the selected message (and the related modcom G/L message) displays.

• For processing errors, only the error message displays.

To view modcom G/L transactions to be processed, press F8.

Note: If the Receiving Status is off, use F10 to turn it back on. When you press F10, a popup message displays instructing you to click CTRL+Enter to turn the Receiving status back on.

FieldsAs of Date



Error FieldError Field identifies the field in the modcom message related to the validation error.


Error MessageError Message indicates why a transaction was rejected during the modcom transaction process or the account update process.





Where Used: GLEX


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T (Type of Error)Type of Error indicates what kind of error this is. The Type of Error codes are:

V = Validation error. P = Processing error.

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Trans Date TimeTrans Date Time displays the date and time that the exception message was generated. Messages are displayed in chronological order with the most recent messages at the top of the list.



Where Used: GLEX

UserUser Identification is the unique identifier that was established for the user on PASS and is used to determine security access requirements throughout the system. This field is read-only.


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Fourth Shift Release 7.50 Turn Modcom G/L Queue On

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Turn Modcom G/L Queue OnUse the Turn Modcom G/L Queue On screen to start the module communication G/L queue if it has been turned off. This popup screen is only available when the modcom G/L queue has been turned off.

This screen displays if you press F10 on the:

• G/L Journal Entry Exceptions screen

• Modcom G/L Transactions to be Processed screen

• Modcom G/L Validation and Processing Exceptions screen

Features


Screen ReferencePress Ctrl+Enter to turn the modcom G/L queue back on.


Previous screen Esc


G/L Report WriterThe G/L Report Writer function allows you to create, copy, list, and print customized financial reports such as profit and loss statements, balance sheets, expense reports, departmentals, project tracking reports, and run-rate analysis reports.

Exception reports may also be generated through the use of "if" logic to reduce the volume of printed information. For example, you may generate a budget analysis report which prints only those accounts which are more than ten percent over budget.

Database information accessible by the G/L Report Writer includes:

• G/L account number

• G/L account description

• End dates for each accounting period as defined on the GLCF (G/L Configuration) screen

• Quarter end dates from periods 3, 6, 9, and 12 as entered on the GLCF screen

• Balances for any G/L account number for any year or period including budget type, planning type and actuals

G/L Report Writer functionality involves defining and printing reports. Similar reports can be produced quickly by copying a template report and then making minor changes to meet specific requirements.

Common TerminologyThe specialized functions of the G/L Report Writer are described in this manual using a number of unique terms. Most of the terms, defined here, relate to the development of a report definition.

AccumulatorAn Accumulator allows numeric information in a report to be rolled up into totals and subtotals and then stored until printed. An Accumulator consists of an accumulator group with one or more accumulator numbers included in the accumulator group.

Accumulator GroupAn Accumulator Group is a series of individual accumulators, one for each column defined in a given DCOL (Define Columns) verb column type. Accumulator Groups are user-defined and must begin with an '@' sign, followed by three alphanumeric characters, such as @EXP.

Accumulator NumberAn Accumulator Number is one of a series of individual accumulators in an accumulator group. An Accumulator Number relates to one column defined in a given DCOL verb column type. An accumulator number is identified by the accumulator group, followed by the letter 'C' and the number of the DCOL column placed into the accumulator.

For example, Accumulator Number @EXPC2 stores numeric information for the second column of the accumulator group @EXP.

Columns

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Columns on your report are defined to print and accumulate amounts and print text. A Column may be either numeric, on which formulas and comparisons may be performed, or non-numeric. Columns are identified by column names consisting of a column type and a column number.

• A column type is a letter which is used to group together a set of columns. For example, column type B could be used to identify budgets and column type A could identify actuals. Column types are user-defined and at least one is required per report definition.

• Column numbers must be sequential and contiguous within a column type. For example, a four-column report could be defined as C1, C2, C3 and C4, but could not be C1, C2, C4 and C3.

Continuation VerbA Continuation Verb continues parameters begun in the previous instruction. A Continuation Verb is used in those cases when the Operation/Comment extends beyond the allowed amount of space on a line. The Continuation Verb has the same basic name as the verb with which it is associated, followed by an '*' sign, such as NOTE and NOTE*.

GLRD (G/L Report Definition) ScreenThe GLRD screen is used to define and maintain the instructions used to generate a report. The GLRD screen contains two sections, the Report Definition section and the Report Identification section. The sections may be identified as follows:

• The Report Definition section of the GLRD screen is the bottom area in which the instructions for a report definition are listed.

• The Report Identification section of the GLRD screen is the top area which contains information pertaining to the entire report definition, such as paper size and margins.

FormulaA Formula is a mathematical calculation, using column names, accumulator numbers and numbers to obtain a value.

HeaderA Header is a limited number of lines of text used to clarify the meaning of information for the total report or for a column. The G/L Report Writer uses two types of headers:

• Page headers include the standard Fourth Shift header and headers defined by the HDR (Header) verb. Page headers are used once at the top of each page. The standard Fourth Shift header, includes a line for company, report and organization identification.

• Column headers are used at the top of columns and are defined by the DCOL verb. Column headers may be used more than once per page.

InstructionAn Instruction refers to a verb and the parameters associated with it. A series of instructions defined in the Report Definition section of the GLRD screen is used in conjunction with the Report Identification section of the GLRD screen and the GLRP (G/L Report Print) task to produce a report.

LevelLevel is used in conjunction with master account numbers and refers to the organization level at which a page break should occur.

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Line NumberA Line Number is the four-digit number in the Line field on the GLRD screen used to correctly sequence instructions to produce a report.

OrgOrg refers to the organization for which a report is printed. The Org may be specified within the report definition on the GLRD screen or from the GLRP task.

ParameterA Parameter defines a verb's action. Several Parameters may be required to define a verb's action. Parameters are separated by commas and are entered in the Operation/Comment field on the GLRD screen for each instruction.

VerbThe G/L Report Writer Verbs define the actions taken to produce a report. Verbs perform such actions as defining headers, clearing accumulators, underlining columns and performing page breaks. The Verbs are as follows:






Define columns








Print text notation




RDCOL (Column Type) Remove defined col-umns

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A Report ExampleA Travel Expense Report is produced each period to summarize the activity associated with sales and marketing for each travel account. The Master Account Number Mask = DD-TT-PP-AAAAA (Division-Department-Project- Account). The Travel Expense Report makes use of a partial organization for summarization purposes as well as an account group and organization group to determine which G/L accounts to include in the report. The Master Account Number Mask supports the following account structure:

Master Account No Mask: DD-TT-PP-AAAAA

A report definition has three elements:

• headings

• columns

• detail lines

The definition for the Travel Expense Report can be explained in terms of these three report elements. Report elements are defined using verbs and related parameters. Each verb has a specific function—report format, report content or both. A verb and its parameters constitute an instruction. Instructions are sequenced in a specific order to produce a report.

HeadingsThe Report Identification section of the GLRD screen contains two fields that affect headings: Print Page No and Print Report Header. The page number for the Travel Expense Report is right-justified and is printed only if Print Page No = Y. The standard Fourth Shift header is printed only if Print Report Header = Y.

Instructions 0010 through 0040 define the report headings printed at the top of each page:

0010 / report title

This is a remark that the next instructions define the report title. This instruction is included to make the report definition more readable and is ignored when the report is printed.

0020 HDR ADVANCE 2,L,'DATE: SYSDATE GREAT LAWNS, INC.'

Advance the paper two lines (ADVANCE 2), leaving one blank line, before printing the first heading on the page. The heading will be left-justified (L). Print the characters enclosed in quotation marks, including blank spaces. Substitute the current system date for the literal SYSDATE in the U.S. format MM/DD/YYYY, or the British or European format DD/MM/YYYY.

0030 HDR C,'TRAVEL EXPENSE'

Print a second heading on the page centered (C) between the left and right margins. Print the characters enclosed in quotation marks, including blank spaces, as the second heading.




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0040 HDR C,'PERIOD ENDING CYCPLONGDATE'

Print a third heading on the page centered (C) between the left and right margins. Print the characters enclosed in quotation marks, including blank spaces, as the third heading. Substitute the date for the current year, current period for the literal CYCPLONGDATE. Spell out the month and use four digits for the year. For example, the resulting line on the report reads:

PERIOD ENDING OCTOBER 31, 1995

ColumnsThere are six columns used for the Travel Expense Report. The columns are all the same column type. Instructions 0050 through 0115 define the columns used for the report.

0050 / column definitions

This is a remark that the next instructions define the report columns. This instruction is included to make the report definition more readable and is ignored when the report is printed.

0060 DCOL C1,0,CYCPAA,'ZZZ,ZZ9-','** MKTG **'

The first column, column name C1, is column type C, column number 1 and starts at the left margin (0). The content of C1 is current year, current period, actual balances (CYCPAA). Balances are printed as whole numbers, suppressing zeros after the first digit. Negative balances are identified using a trailing hyphen (ZZZ,ZZ9-). The characters enclosed in quotation marks (** MKTG **) are a DCOL header and are printed above column C1.

0070 DCOL C2,4,CYCPB0,'ZZZ,ZZ9-'

The second column, column name C2, is column type C, column number 2 and starts four spaces after the end of C1 (4). The content of C2 is current year, current period balances for the B0 budget type (CYCPB0). Balances are printed as whole numbers, suppressing zeros after the first digit. Negative balances are identified using a trailing hyphen (ZZZ,ZZ9-).

0080 DCOL C3,3,ACCT NO,5

The third column, column name C3, is column type C, column number 3 and starts three spaces after the end of C2 (3). The content of C3 is the G/L account number (ACCT NO). Five positions are reserved to print the G/L account number (5).

0090 DCOL C4,1,ACCT DESC,20

The fourth column, column name C4, is column type C, column number 4 and starts one space after the end of C3 (1). The content of C4 is the G/L account number description (ACCT DESC). Twenty positions are reserved to print the G/L account description (20).

0100 DCOL C5,3,CYTDAA,'ZZZ,ZZ9-'

The fifth column, column name C5, is column type C, column number 5 and starts three spaces after the end of C4 (3). The content of C5 is current year, year to date, actual balances (CYTDAA). Balances are printed as whole numbers, suppressing zeros after the first digit. Negative balances are identified using a trailing hyphen (ZZZ,ZZ9-).

0110 DCOL C6,3,CYTDB0,'ZZZ,ZZ9-'

The sixth column, column name C6, is column type C, column number 6 and starts three spaces after the end of C5 (3). The content of C6 is current year, year-to-date balances for the B0 budget type (CYTDB0). Balances are printed as whole numbers, suppressing zeros after the first digit. Negative balances are identified using a trailing hyphen (ZZZ,ZZ9-).

0115 ADVC 2, C

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Advance the paper two lines (2), leaving one blank line, before the DCOL headings associated with column type = C.

Detail LinesDetail lines produce the report content by printing and calculating specific data using the columns defined for the report. Instructions 0120 through 0490 define the detail lines used for the report.

0120 / marketing section

This is a remark that the next instructions summarize and print marketing travel expenses. This instruction is included to make the report definition more readable and is ignored when the report is printed.

0130 ORG 01-MK,S

Summarize (S) balances for master account numbers that include the partial organization 01-MK. The following summarization occurs using the account structure presented earlier:

0140 GLRWDLNT ''

Print one blank line ('').

0150 DLNT 'ORG: 01-MK TOTAL MARKETING'

Print the characters enclosed in quotation marks, including blank characters, starting at the left margin. Print this text after printing any DCOL headers and before printing detail lines.

0160 DLNT ''


0170 DLNT '— CURRENT PERIOD— —- ACCOUNT —- — YEAR T

Print the characters after the opening quotation mark, including blank characters, starting at the left margin. Continue printing the characters in the next instruction on the same line. Each of the three headings spans two columns.

0180 DLNT* O DATE —'

Print the characters before the closing quotation mark starting directly after the last character of the prior instruction.

0190 DLNT ' ACTUAL BUDGET NO DESCRIPTION ACTUAL

Print the characters after the opening quotation mark, including blank characters, starting at the left margin. Continue printing the characters in the next instruction on the same line. Each of the headings is printed above one column.

0200 DLNT* BUDGET'


01-MK-WS-76000 01-MK-WS-76100 01-MK-WS-76200

01-MK-SO-76000 01-MK-SO-76100 01-MK-SO-76200

01-MK-NO-76000 01-MK-NO-76100 01-MK-NO-76200

01-MK-EA-76000 01-MK-EA-76100 01-MK-EA-76200

76000 76100 76200

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0210 DLNT ''


0220 DLN TRAVEL,D,PRT C1.C6,@A01 FOR C1C2C5C6

Print a line for each G/L account (D) in the TRAVEL account group. The balance for each G/L account is the summary of the master accounts starting with 01-MK.

Print the current information for the C1 through C6 column range (C1.C6) which includes current period balances, G/L account number, G/L account description and year-to-date balances.

Sum each G/L account balance in the user-defined @A01 accumulator. G/L account balances are in columns C1, C2, C5 and C6. The C1 balances are added together, the C2 balances are added together, and so on, for a total balance per column (@A01 FOR C1C2C5C6).

0230 UNDL 1

Print a single line (1) across each numeric column.

0240 DLN @A01,'TOTAL MKTG TRAVEL',PRT C1C2C4C5C6

Use the balances summed in the user-defined @A01 accumulator. Use the characters enclosed in quotation marks in place of the G/L account description defined as the contents of column C4 (the ACCT DESC literal). Print the current information in columns C1, C2, C4, C5 and C6 (PRT C1C2C4C5C6).

0250 UNDL 2

Print a double line (2) across each numeric column.

0260 CLA @A01

Clear the user-defined @A01 accumulator for reuse with the next organization.

0270 SKIP 5

Print five blank lines (5).

0280 / sales section

This is a remark that the next instructions summarize and print sales travel expenses. This instruction is included to make the report definition more readable and is ignored when the report is printed.

0290 ORG 01-SL,S

Summarize (S) balances for master account numbers that include the partial organization 01-SL. The following summarization occurs using the account structure presented earlier:

0293 NOTE '** SALES **'

Print the characters enclosed in quotation marks using the left margin default.

0296 SKIP 2

01-SL-WS-76000 01-SL-WS-76100 01-SL-WS-76200

01-SL-SO-76000 01-SL-SO-76100 01-SL-SO-76200

01-SL-NO-76000 01-SL-NO-76100 01-SL-NO-76200

01-SL-EA-76000 01-SL-EA-76100 01-SL-EA-76200

76000 76100 76200

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Print two blank lines (2).

0300 DLNT 'ORG: CURRORG CURRORGDESC'

Print the characters enclosed in quotation marks, including blank characters, starting at the left margin. Substitute the current organization and its description for the literals CURRORG and CURRORGDESC.

0310 DLNT ''


0320 DLNT ' — CURRENT PERIOD — ————— ACCOUNT —————

— YEAR T

Print the characters after the opening quotation mark, including blank characters, starting at the left margin. Continue printing the characters in the next instruction on the same line. Each of the three headings spans two columns.

0330 DLNT* O DATE —'


0340 DLNT ' ACTUAL BUDGET NO DESCRIPTION ACTUAL

Print the characters after the opening quotation mark, including blank characters, starting at the left margin. Continue printing the characters in the next instruction on the same line. Each of the headings is printed above one column.

0350 DLNT* BUDGET'


0360 DLNT ''


0370 DLN TRAVEL,D,PRT C1.C6,@A01 FOR C1C2C5C6

Print a line for each G/L account (D) in the TRAVEL account group. The balance for each G/L account is the summary of the master accounts starting with 01-MK.

Print the current information for the C1 through C6 column range (C1.C6) which includes current period balances, G/L account number, G/L account description and year-to-date balances.

Sum each G/L account balance in the user-defined @A01 accumulator. G/L account balances are in columns C1, C2, C5 and C6. The C1 balances are added together, the C2 balances are added together, and so on, for a total balance per column (@A01 FOR C1C2C5C6).

0380 UNDL 1


0390 DLN @A01,'TOTAL SALES TRAVEL',PRT C1C2C4C5C6

Use the balances summed in the user-defined @A01 accumulator. Use the characters enclosed in quotation marks in place of the G/L account description defined as the contents of column C4 (the ACCT DESC literal). Print the current information in columns C1, C2, C4, C5 and C6 (PRT C1C2C4C5C6).

0400 UNDL 2


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0410 SKIP 2


0420 / grand total sales & mktg

This is a remark that the next instructions summarize and print sales and marketing travel expenses. This instruction is included to make the report definition more readable and is ignored when the report is printed.

0430 ORG SALEMKTG,S

Summarize (S) balances for master account numbers that include the organizations in the SALEMKTG organization group. The following summarization occurs using the account structure presented earlier:

0440 UNDL 1


0450 DLN TRAVEL,S(CR),'GRAND TOTAL TRAVEL',PRT C1C2C4C5C6

Summarize (S) the total balances for the G/L accounts in the TRAVEL account group. Use the characters enclosed in quotation marks in place of the G/L account description defined as the contents of column C4 (the ACCT DESC literal). Print the current information in columns C1, C2, C4, C5 and C6 (PRT C1C2C4C5C6).

0460 UNDL 2


0470 SKIP 2


0480 NOTE L,'NOTE: CURRENT MONTH AND YEAR TO DATE ACTUAL INCLUDE A $10,000 AC

Print the characters after the opening quotation mark, including blank characters, starting at the left margin (L). Continue printing the characters in the next instruction on the same line.

0490 NOTE* CRUAL'


01-SL-**-76000 01-MK-**-76000

01 -SL-**-76100 01 -MK-**-76100

01-SL-**-76200 01-MK-**-76200

01-SL-**-76300 01-MK-**-76300

01-SL-**-76500 01-MK-**-76500

============== ==============

01-SL total 01-MK total

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Report ConsiderationsBefore you begin using the G/L Report Writer, you need to analyze your account structure and reporting needs required for your business. Use the sample report definitions included with the General Ledger Module as guides for creating your customized financial reports.

Report FormatDecisions affecting specific report format can include:

• What are the report title, heading and identification?

• How should major categories be sequenced?

• What margins from top to bottom and left to right should be used for printing?

• What line spacing between headings and lines is required?

• What pagebreaks are required?

Report ContentDecisions affecting specific report content can include:

• What does the final report represent?

• Should the final total be categorized?

• How is the total for each major category determined?

• What subcategories and subtotals are required?

• Are detail lines for each account within a subcategory required?

• What is the formula for calculating each amount summary and print format?

• What decision rules are required for conditional total accumulation/printing?

Report Presentation OptionsSeveral options are available for printing your financial reports.

• Use the Print Order parameter of the DLN verb to specify a column by which the report should be sorted and the sort order: ascending or descending. For example, a report could be sorted by income, salesperson's names or performance percentage. The report can be sorted on any column printed on the report.

• Use the Conditional Print parameter of the DLNT, SKIP and UNDL verbs to control the inclusion of these verbs based on the content of the DLN verb with which they are associated. This gives you the option of printing notes, underlines and blank lines only if the corresponding amounts are calculated and printed on the report.

Instruction SequencingEach instruction in a report definition includes a sequence number, between 1 and 9998 in the Line field. The sequence numbers allow the GLRP (G/L Report Print) task to create the report in the order in which it is defined. The Line Increment field on the GLRD (G/L Report Definition) screen is the factor by which instructions are sequenced automatically. The default factor is 20. In this way, you can add instructions between existing instructions with ease.

The Line Increment field works with the auto-increment option. The auto-increment option automatically sequences the instructions you are adding at the end of a report definition by the

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factor you enter in the Line Increment field. For example, when Line Increment = 10, instructions are automatically added with Line = 10, 20, 30 and so on.

The auto-increment option is activated when you add instructions to the end of a report definition. The auto-increment option is deactivated once you close the open line. You may change the Line Increment at any time during the creation or maintenance of a report definition. The change only affects instructions added to the report definition from that point on. For example, if your report was sequenced with Line Increment = 10 and your report contains lines 10, 20 and 30, changing to Line Increment = 20 does not change the sequencing of lines 10, 20 or 30. Instructions added to the end of the report definition are added as Line = 50, 70, 90 and so on.

Use the GLRC (G/L Report Copy) screen to resequence the entire report when the factor between existing instructions needs to be changed.

Copy OptionsThere are two time-saving features available to facilitate creation of new report definitions.

• Use the GLRC screen to duplicate a report definition to use as the basis for a new definition. In this way, you can develop a library of generic report definitions to modify on an as-needed basis.

• Use the copy option on the GLRD screen to duplicate an existing instruction to minimize data entry effort. ALT+S is used to set up the copy option when adding an instruction. The copy option is deactivated when you close the line.

Report VerificationThe report logic must be verified when a new report definition is created or an existing report definition is changed in any way, including adding, deleting or changing instructions, or changing the Report Identification section on the GLRD screen. Report logic must be verified before the report may be printed using the GLRP task.

Verifying report logic determines if the interrelationship between instructions is valid. Report Logic Verified = Y indicates the report logic is correct. Report Logic Verified = N indicates a change has been made to the report or that errors exist. Errors, such as trying to print an undefined column or specifying margins which do not provide sufficient space for headings, are listed for review on the G/L Report Definition Error Message List window. Corrections must be made to all errors so that Report Logic Verified = Y.

• Press CTRL+ENTER anywhere on the GLRD screen to verify report logic.

• Use the G/L Report Definition Error Message List window to review and select errors. Use the GLRD screen to correct the instructions containing errors. The G/L Report Definition Error Message List window displays an asterisk only for the Line associated with the instruction you have changed.

Organization SelectionYou may identify the organizations to be included in your report within the report definition on the GLRD screen or you may enter an organization using parameters for the GLRP task. You may not identify organizations in both places.

Multiple organization groups, partial organizations and fully defined organizations may be used within the same report when they are identified within the report definition on the GLRD screen using the ORG verb. In the case that multiple organization groups, partial organizations or fully defined organizations are used within one report definition, the Detail/Summary parameter for all of the ORG verbs must equal S.

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Using the GLRP task to enter an organization offers the flexibility of changing the organization as needed without reverifying the report logic. However, only one organization group, partial organization or fully defined organization may be used in the report when using this method.

For example, the following account structure can support a number of different reporting schemes:

MasterAccount No Mask: DD-TT-PP-AAAAA

The following organizations are considered valid entries based on the account structure:

- 01 (partial organization)

- 01-MK (partial organization)

- 01-MK-NO (fully defined organization)

- SALESMKTG (organization group)

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Fourth Shift Release 7.50 G/L Report Writer Verbs

G/L Report Writer VerbsReport elements are defined using verbs and related parameters. Parameters are entered in the Operation/Comment field on the GLRD (G/L Report Definition) screen. Each verb has a specific function—report format, report content or both. Several combinations of different verbs can achieve similar results. The flexibility of the G/L Report Writer allows you to decide which approach best fits your specific reporting needs.

This section first presents information related to verbs in general and then presents a detailed explanation of each verb and its related parameters

General Information

ColumnsColumns on your report are defined to print and accumulate amounts and print text. Columns are identified by column names—a column type and a column number.

• Column types group a specific set of columns together. For example, column type B could identify budgets and column type A could identify actuals. At least one column type is required per report. Each column type may have up to 50 columns associated with it, with between 0 and 254 spaces allowed between the end of one column and the beginning of the next.

• Column numbers must be sequential and contiguous within a column type. For example, a four-column report could be defined as C1, C2, C3 and C4, but could not be C1, C2, C4 and C3.

Columns are processed, by column number, in two steps. First, amount and single accumulator columns are filled with their numeric values. Then, calculations are processed on columns which contain formulas and the calculation results are placed into the columns.

The following examples demonstrate the importance of taking this process into account when designing report definitions:

Example A

Example A places an incorrect value in column C1. In this example, C1 is the result of the calculation, C5 - C4. However, because columns are calculated in order by column number, column C4 has no value at the time the calculation for column C1 is processed. Therefore, when the calculation for column C1 is performed, the result is 23.90, the value of column C5.

Report Definition LineValues from Step

OneValues from Step

Two

DCOL C1,1,C5-C4,'ZZ9.99-' 23.90 (23.90 - 0)

DCOL C2,1,CYDBAA,'ZZ9.99-' 89.43 89.43

DCOL C3,1,CYCRAA,'ZZ9.99-' 65.00 65.00

DCOL C4,1,C2-C3,'ZZ9.99-' 24.43 (89.43 - 65.00)

DCOL C5,1,CBCPAA,'ZZ9.99-' 23.90 23.90

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Example B:

Example B places the correct value in column C1. In this example, C1 is the result of the calculation, C5 - (C2 - C3). Since columns C2 and C3 contain numbers rather than calculated amounts, this calculation can be processed correctly.

Lists and RangesSeveral verbs can use either a list or a range as a parameter. Lists and ranges define columns or accounts available for calculations and printing.

• A list is specified as a number of sequential names with no embedded spaces. For example, C1C2C4C5 is a column list including column names C1, C2, C4 and C5. Note that the column list does not include column name C3.

• A range is specified by identifying the beginning and end of the range; a period is used as a separator. For example, C1.C5 is a column range including column names C1, C2, C3, C4 and C5.

HeadersHeaders are used to give a brief description of information contained in your report. Header information may include report and column titles, the report date, company name, page numbers and any other information you see necessary to clarify the contents of your report.

Each report may use a maximum of 12 lines of header information at any one time. This includes three lines for the standard Fourth Shift header, if Print Report Header = Y on the GLRD screen, as well as all headers defined by contiguous sets of HDR verbs and all DCOL headers of the same column type. It is possible to have more than 12 lines of headers printed on a page if the following is true:

• DCOL headers are of multiple column types so that they may be swapped in and out of use. Only one set of DCOL headers is considered "in use" at a time.

• HDR headers are not contiguous. All contiguous HDR header lines are printed together. If a second set of contiguous HDR verbs is encountered, these header lines replace the first set of HDR header lines in the total count of header lines. Only one set of HDR headers is considered "in use" at a time. The formula and examples are as follows:

Report Definition LineValues from Step

One Values from Step Two

DCOL C1,1,C5-(C2-C3),'ZZ9.99-' 0.53- [23.90 - (89.43 - 65.00)]

DCOL C2,1,CYDBAA,'ZZ9.99-' 89.43 89.43

DCOL C3,1,CYCRAA,'ZZ,ZZ9.99-' 65.00 65.00

DCOL C4,1,C2-C3,'ZZ,ZZ9.99-' 24.43 (89.43 - 65.00)

DCOL C5,1,CBCPAA,'ZZ,ZZ9.99-' 23.90 23.90

Formula Example A Example B

Std Fourth Shift headers (3 lines) 3 3

+ Contiguous HDR verb headers 8 4

+ DCOL column headers of one type 2 2

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Example AIf you are using the standard Fourth Shift header, three of your 12 lines are in use, leaving you nine lines available for additional headers. If, in addition, you also use eight contiguous HDR verbs to further define your report, as well as two column headers of the same column type, you exceed the limit of 12 headers.

Example BIf you are using the standard Fourth Shift header, three of your 12 lines are in use, leaving you nine lines available for additional headers. If, in addition, you also use two sets of four contiguous HDR verbs to further define your report, as well as two column headers of the same column type, you have not exceeded the limit of 12 headers. Since the eight HDR verbs were not contiguous, only those which are contiguous and currently being used are counted against the limit of 12 at any one time.

Amount Source CodesSeveral amount source codes have been designed to reduce report definition maintenance. An amount source code—or symbolic amount—can be used in an instruction to represent an amount. Amount source codes are in the format YYPPRR (fiscal year, period, record type). For example, CYCPAA prints current year, current period actuals.

The CYDBAA and CYCRAA amount source codes are always printed as positive numbers, regardless of the normal balance of the account or organization. All other amount source codes print as negative numbers when the balance of the account or organization is opposite of its normal balance. For example, the normal balance of a liability account is a credit. Therefore, if a liability account has a debit balance, this amount prints as a negative number. Amount source codes are:

Fiscal Years

Periods

_________________Total (maximum = 12 lines)

___________13

___________9

Code Description

CB Current Year's Balance

CY Current Year

PB Previous Year's Balance

PY Previous Year

NB Next Year's Balance

NY Next Year

80-79 Fiscal Year 1980 to 2079

Code Description

DB Debits

CR Credits

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Record Types

Continuation VerbsSeveral verbs may require parameters or text which exceed the 67-character Operation/Comment field. These verbs have a corresponding verb with the same name followed by an * to allow for the continuation of the action on the following line. Verb/continuation verb pairs are:

• DCOL/DCOL*. Define columns.

• DLN/DLN*. Print detail lines and accumulate columns.

• DLNT/DLNT*. Advance number of lines and print text.

• HDR/HDR*. Define page heading.

• NOTE/NOTE*. Print text notation.

TextCharacters printed literally on a report are considered text and are enclosed within single quotation marks. Blank characters are significant within text. Upper- or lower-case characters may be entered as text. The text is printed in the case in which it is entered in the instruction. Single quotation marks cannot be used within text.

CP Current Period

00-13 Period 00 through Period 13

PP Prior Period

P1-P99 (Current Period — 1) through (Current Period — 99)

NP Next Period

N1-N99 (Current Period + 1) through (Current Period + 99)

TD To Date

Q1 First Quarter

Q2 Second Quarter

Q3 Third Quarter

Q4 Fourth Quarter

CQ Current Quarter

PQ Prior Quarter

NQ Next Quarter

TY Total Year

Code Description

AA Actual

B0-B9 Budget

P0-P9 Planning

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Continuation verbs can be used for text beyond the 67-character limit of the Operation/Comment field. The single quotation mark to signal the end of the text, in this case, occurs on the last continuation verb line.

Automatic Case ConversionSince you may choose to use lower-case characters within text parameters, you may set the CAPS LOCK on your keyboard off. Since all non-text parameters require upper-case characters, any lower-case characters are translated to upper-case when the ENTER key is pressed, with the following exceptions:

• Text remains in the case in which it was entered.

• Parameters used with continuation verbs must be manually set to upper-case.

• Comment verbs (/) remain in the case in which they were entered.

DatesSeveral date literals have been designed to reduce report definition maintenance. A date literal—or symbolic date—can be used in an instruction to print the date the literal represents. Date literals can be used with the Text parameter of the following verbs:

• DCOL

• DLNT

• HDR

• NOTE

For example, the instruction:


prints the date for November, 1995 in the U.S. format as:

PERIOD ENDING NOVEMBER 30, 1995

or in the British and European format as:

PERIOD ENDING 30 NOVEMBER, 1995

When the same report is printed in December, the correct date is automatically printed in the chosen format without any need to change the report definition.

Date literals are as follows:

• SYSDATE. Print the current system date in the format selected on the CNFG (System Installation Setup) screen. A SYSDATE example is 03/05/1995.

• YYPPLONGDATE. Print the end date from a specific fiscal year and period. Fiscal year values are:

- CY = Current Year

- PY = Previous Year

- NY = Next Year

- 80-79 = last two digits of a fiscal year between 1980 and 2079

Period values are:

- CP = Current Period

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- 01-13 = a period between 01 and 13

The YYPPLONGDATE is printed as follows:

- The full month name is centered within 18 character positions (based on September, the longest month name) if there are two or more blank spaces between the date literal and any preceding text. For example, the following date is centered:

CURRENT PERIOD ENDING CY01LONGDATE

- The full month name immediately follows text preceding as long as there is not more than one blank space between the text and the date literal. For example, the following date immediately follows the preceding text:

CURRENT PERIOD ENDING CY01LONGDATE

The YYPPLONGDATE literal is case-sensitive as follows:

- CY01LONGDATE prints JANUARY 31, 1995

- cy01longdate prints January 31, 1995

The letters in the YYPPLONGDATE literal must be all upper case or all lower case. Cases cannot be combined.

• YYPPSHORTDATE. Print the end date from a specific fiscal year and period. Use a three-character abbreviation for the month. Fiscal year values are:

- CY = Current Year

- PY = Previous Year

- NY = Next Year

- 80-79 = last two digits of a fiscal year between 1980 and 2079

Period values are:

- CP = Current Period

- 01-13 = a period between 01 and 13

The YYPPSHORTDATE literal is case-sensitive as follows:

- CY01SHORTDATE prints JAN 31, 1995

- cy01shortdate prints Jan 31, 1995

The letters in the YYPPSHORTDATE literal must be all upper case or all lower case. Cases cannot be combined.

Note: If an error is found during report logic verification for an instruction using a date literal, check to see if the date, which the date literal represents, fits within the report margins.

OrganizationsTwo organization literals have been designed to reduce report organization maintenance. An organization literal and organization description literal can be used in an instruction to print the current organization, the description of the current organization or both the current organization and its description. Organization literals can be used with the Text parameter of the following verbs:

• DLNT

• HDR

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• NOTE

For example, the instruction:


prints the organization currently being processed as:

01-SL Total Sales

Organization literals are as follows:

• CURRORG. Print the name of the organization currently being processed.

• CURRORGDESC. Print the description of the organization currently being processed.

The limitations of using the organization literals are as follow:

• The substitution of the organization or the organization description for the literal is performed only if Print Report Header = N on the GLRD screen.

• The two organization literals can be used together or separately. However, if both are used within the same Text parameter, the CURRORG literal must appear first.

• You may not use the literals more than once each in any given Text parameter.

AccumulatorsAccumulator groups and accumulator numbers are used to store column totals after the columns have been defined by the DCOL verb.

• Accumulator groups are identified by the @ literal followed by three characters. For example, @EXP could be used to identify an expense accumulator. There is a maximum of 75 accumulator groups allowed for each report definition. However, all accumulator groups or numbers may be reset to zero with the CLA verb to allow them to be re-used within a report.

• Accumulator numbers occur within an accumulator group and are referenced by the accumulator group name followed by the C literal and the column number to which it refers. For example, @EXPC1 refers to the accumulation of column 1 within the EXP accumulator group. Note that the C literal does not identify a column type.

Accumulator numbers may be used within formulas in the same way constants are used. For example, @EXPC1 + @ASTC1 adds accumulator numbers from two different accumulator groups.

FormulasA formula is a mathematical calculation performed by using a possible combination of columns, accumulator numbers and constants. Formula results are printed as right-justified. Formula operators are:

Formula operands are:

* multiplication

/ division

+ addition

– subtraction

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• Column names within the same column type. Mixed column types are not allowed. For example, C3/C2 is a valid expression, but T3/C2 is not allowed.

• Constants. Any number taken literally must be preceded by the # literal. For example, #1.5/C2 is a valid expression, but 1.5/C2 is not allowed. The period symbol is used regardless of the data and number format selected for your system. The decimal separator is substituted as needed when the GLRP (G/L Report Print) task prints the report.

• Accumulator groups and numbers. Accumulator groups and numbers may be used in any formula with the exception that accumulator groups may not be used as the Source parameter of the DCOL verb. For example, @EXPC1+@ASTC2 is a valid expression wherever a formula is processed using accumulators, but @EXP+@AST is not allowed as the Source parameter for the DCOL verb.

Standard algebraic rules are used in performing calculations. Expressions are evaluated from left to right with the following considerations:

• Expressions within parentheses are evaluated first.

• Multiplication and division expressions are evaluated before any addition or subtraction expressions.

• Multiplication and division expressions are viewed as being equal. If a division expression is encountered before a multiplication expression and neither expression is enclosed within parentheses, the division expression is computed first.

• Addition and subtraction expressions are viewed equally. If a subtraction expression is encountered before an addition expression and neither expression is enclosed within parentheses, the subtraction expression is computed first.

ComparisonsComparisons can be used to control the printing of lines and the accumulation of values to create exception reports. Comparisons, when used, apply to both the Print and Accumulate parameters. The IF-THEN logic is placed before the PRT, PRTDS, PRTUC or PRTUCDS literal or the accumulator, such as:

DLN 10000.19999,D,IF C3>(C4 * #1.10) THEN PRT C1.C3

In this example, if C3 represents actuals and C4 represents budgets, only accounts which are more than ten percent over budget are printed.

Conditional expressions may be included in a comparison but must consist of all AND conditions or all OR conditions. There is a 100-character limit on any single IF comparison when using IF-THEN logic. Only 100 characters may be used from the beginning of the word IF to the beginning of the word THEN. There is no limit to the number of conditions that can be tested within the 100-character limit.

For example, the following comparisons are valid:

IF C3>C4 AND C3>#1 THEN PRT C1.C3

IF C3>C4 OR C3>#1 THEN PRT C1.C3

Comparisons can be performed using the following operators:

> greater than

< less than

= equal to

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SpacingThe spacing between parameters is not significant since parameters are separated by commas. For example, the following instructions produce the same result:

DCOL C1, 2, CYCPAA, '', 'ACCT NUMBER'

DCOL C1,2,CYCPAA,'','ACCT NUMBER'

Spaces within parameters (when used as separators) and text are significant.

Account Type FormatPrinted amounts depend on whether the account is a balance or an activity account.

• Printed amounts for Asset, Balance, Capital and Liability accounts are the balance as of the time period indicated for the report.

• Printed amounts for Income, Expense and Volume accounts represent the activity for the time period indicated for the report.

Positive amounts correspond to an account's normal balance. Negative amounts, indicated by trailing hyphens or parentheses, are the opposite of an account's normal balance.

LimitsA report definition is subject to the following limits:

• 26 column types per report

• 50 columns per column type

• 20-character maximum for column headers used with the DCOL verb

• 100 DCOL verbs allowed at one time. (Columns can be removed using the RDCOL verb to extend the limit.)

• 0-254 spaces between columns

• 4 continuation verbs per main verb

• 75 accumulator groups

• 650-entry maximum in an accumulator table

• 56-character Source parameter

• 100-character maximum for formulas

• 100-character maximum for IF statements in IF-THEN logic

• 255-character maximum for text used with the DLNT, HDR or NOTE verb

• 80-character maximum for text used with the DLN verb

• 12-line header maximum when Print Report Header = N

• 9-line header maximum when Print Report Header = Y

!= not equal to

>= greater than or equal to

<= less than or equal to

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G/L Report Writer VerbsThe G/L Report Writer verbs define the actions to produce a report. Several verbs may require parameters or text which exceed the 67-character Operation/Comment field. These verbs have a corresponding verb with the same name followed by an * to allow for the continuation of the action on the following line. Verbs are as follows:

ADVC: Line AdvanceThe ADVC verb advances the printer a specified number of lines and then prints column headers for a specific column type defined by the DCOL verb. If no ADVC verb is used, the paper is advanced one line, leaving no blank lines, before printing DCOL headers. The ADVC verb must be associated with DCOL verb headers and must follow the DCOL verb(s) with which it is associated. To advance lines without printing DCOL verb headers, use the SKIP verb.

ADVC Parameter Format(Line Advance),(Column Type)






Define columns








Print text notation




RDCOL (Column Type) Remove defined columns




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Example(s)0060 DCOL C1,0,CYCPAA,'ZZZ,ZZ9-','** MKTG **'






0115 ADVC 2, C

In line 0115, the ** MKTG ** header for column type C is printed after advancing two lines, leaving one line blank.

ADVC Parameter: Line AdvanceRequired: yes

Entry: 1 - Page Length

Line Advance determines how many lines the paper should be advanced before the DCOL header is printed.

ADVC Parameter: Column TypeRequired: yes

Entry: letter A-Z

Column Type is the letter identifying the column for the DCOL header. The Column Type must be previously defined with the column name for the DCOL header.

CLA: Clear AccumulatorThe CLA verb resets the specified accumulator group or accumulator number to zero, so re-use is possible within the same report.

CLA Parameter Format(Accumulator)

Example(s)0260 CLA @EXP

CLA Parameter: AccumulatorRequired: yes

Entry: accumulator group (@EXP, for example) or accumulator number (@EXPC3, for example)

Accumulator identifies the accumulator group or number within an accumulator group previously designated for the purposes of summation.

DCOL/DCOL*: Define ColumnsThe DCOL verb defines report columns. Each column type may have up to 50 columns associated with it, with between 0 and 254 spaces allowed between the end of one column and the beginning of the next. The margins of the columns are determined by the larger of the detail information to be printed or the Header parameter, if any. The detail information is then right-justified within the column.

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There is a limit of 100 DCOL verbs allowed in each report definition. See the RDCOL: Remove Columns verb for information on removing defined columns to extend this limit.

Each DCOL verb may reference columns from only one column type. For example, you must use two separate DCOL verbs to perform calculations on column type C and column type D.

DCOL/DCOL* Parameter Format(Column Name),(Offset),(Source),(Source Length), (Rounding Factor),(Mask),(Header),

(Header)

Example(s)0060 DCOL C1,0,CYCPAA,'ZZZ,ZZ9-','** MKTG **'






0115 ADVC 2, C

DCOL/DCOL* Parameter: Column NameRequired: yes

Entry: A-Z for column type; 1-50 for column number

Column Name identifies the column type and number for the column in the report. Each column name must be unique and each column number must follow the preceding column number within a column type, beginning with column number 1. For example, column C3 must follow column C2, which must follow column C1.

DCOL/DCOL* Parameter: OffsetRequired: yes

Entry: 0-254

Offset is the number of spaces inserted in front of a column starting from the last character of the previous column. For example, if the Offset for column C2 is 3, the beginning of C2 is three spaces to the right of the end of column C1. The Offset of the first column is determined by the left margin. If the Offset for column C1 is 3, column C1 begins three spaces to the right of the left margin.

DCOL/DCOL* Parameter: SourceRequired: yes

Entry: up to 56 characters

Source defines the column content. Sources are:

• Account Number. The column contains an account number. Entry is the ACCT NO literal.

• Account Description. The column contains the description associated with an account number. Entry is the ACCT DESC literal.

• Accumulator Placeholder. The column contains the contents of an accumulator not yet defined. This allows the future output of the column to be formatted with a mask. Entry is the ACCUM literal.

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• Amount. The column contains an amount. Entry is an amount source code in the format YYPPRR (fiscal year, period, record type). For example, CYCPAA prints current year, current period actuals. See Amount Source Codes for specific values.

• Accumulator Number. The column contains the contents of an accumulator number. Only one accumulator number is allowed per DCOL verb. An accumulator group may not be used.

• Formula. The column contains a formula or calculation result. See Formulas for specific formula and calculation requirements.

• DCOL Column Name. The column contains the contents of another column.

DCOL/DCOL* Parameter: Source LengthRequired: no

Entry: 1-80

Source Length is the number of positions used to print an account number or account description. The default number of positions for an account number is the Master Account Number Mask as entered on the GLCF (G/L Configuration) screen. The default number of spaces for an account description is 35.

DCOL/DCOL* Parameter: Rounding FactorRequired: no

Entry: P, T or M when the source is an amount, accumulator number or formula result

An amount, accumulator number or formula result can be rounded in one of the following ways:

• P (percent). The source number is multiplied by 100 before it is printed. It is recommended that you also use a percent sign with the Mask parameter.

• T (thousands). The source number is rounded to the nearest thousand before it is printed. For example, a source of 541,311 is rounded to 541,000. This number prints as 541.

• M (millions). The source number is rounded to the nearest million before it is printed. For example, a source of 53,421,192 is rounded to 53,000,000. This number prints as 53.

Rounding to the nearest whole currency unit is accomplished by not including decimal places in the mask. For example, '$ZZZ,ZZ9' rounds to the nearest dollar.

DCOL/DCOL* Parameter: MaskRequired: yes, if this is a numeric column which is to be printed

Entry: combination of 9, Z, N, D, -, (, ), ., %, currency symbol enclosed within quotation marks

An amount, accumulator number or formula result is formatted by the Mask. The entire Mask must be enclosed within single quotation marks and must indicate, with either a trailing hyphen or parentheses, the method by which negative balances are printed. A Mask is made up of position indicators, balance indicators and punctuation.

• Position indicators. Use a 9 for each position where a number should be printed. Use a Z in place of a 9 to indicate leading zeros should not print. Zs are used to the left of 9s in the Mask. For example, the Mask 'ZZZ,ZZ9.99-' prints 0.00 for a zero balance. A Mask such as 'ZZ,9ZZ.99-' is not allowed.

• Balance indicators. Print options are available for zero and negative balances.

- Zero balance: N/A. Use an N in place of the right-most position indicator, such as 'ZZ,ZZZ.ZN-', to print the N/A literal in a column when an account has a zero balance.

- Zero balance: dash. Use a D in place of the right-most position indicator, such as 'ZZ,ZZ9.9D-', to print a dash in a column when an account has a zero balance.

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- Negative balance: trailing hyphen. Include a hyphen after the right-most position indicator, such as 'ZZ,ZZ9.99-', to print a trailing hyphen for a balance opposite an account's normal balance.

- Negative balance: parentheses. Include parentheses around the position indicators, such as '(ZZ,ZZ9.99)', to print parentheses for a balance opposite an account's normal balance.

• Punctuation. Currency symbols, commas, periods and percent signs are optional punctuation symbols available to use with the Mask.

- Currency symbols. Currency symbols may be printed at the top of each page and for the first detail line of each DLN verb. The currency symbol must be the same as the value in the Currency Symbol field in the Report Identification section of the GLRD screen. Currency symbols must be placed to the left of the Mask, within the single quotation marks, but on the outside of parentheses if they are used, such as '$(ZZ,ZZ9.99)'.

- Percentages. Include a % sign after the rightmost position indicator, such as 'ZZ,ZZ9.99%', to print a percent sign for the amount.

- Commas and Periods. Commas are optional punctuation after every three position indicators to the left of a decimal symbol. A decimal symbol is required if decimal places are printed. European amount formats interchange commas and periods.

DCOL/DCOL* Parameter: HeaderRequired: no

Entry: up to 20 alphanumeric characters enclosed within single quotation marks; up to two headers allowed.

Header prints up to two column titles over the columns created with the DCOL verb. Each set of Headers is printed only once on each page, regardless of the number of detail lines associated with the columns. The ADVC verb controls the number of lines between the column headers and the first detail line for the columns.

Up to two Headers may be used per DCOL verb, printing the first Header over the second Header above the column.

When some columns have two headers and some have one header, use a blank header as header one for one-header columns so that headings align properly above columns.

DLN/DLN*: Detail LinesThe DLN verb prints information lines on the report, total column values in a specified accumulator group, or both print and accumulate columns. Each DLN verb prints or accumulates columns from only one column type. For example, you must use two separate DLN verbs to print columns for column type C and to accumulate columns for column type D.

DLN/DLN* Parameter Format(Source),(Detail/Summary),(Text),(Print columns), (Accumulate FOR columns),(Print Order)

Example(s)0370 DLN TRAVEL,D,PRT C1.C6,@EXP FOR C1C2C5C6

DLN/DLN* Parameter: SourceRequired: yes


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Source defines the column content. Sources are:

• Account Number. Information is printed for a single account number. Entry is the specific account number.

• Account Range. Information is printed for all the accounts included in the account range. Entry is the beginning of the range and the end of the range separated by a period, such as 10000.10250. An account range works with the Detail/Summary parameter.

• Account Group. Information is printed for all the accounts included in the account group. Entry is the name of the account group. An account group works with the Detail/Summary parameter.

• Accumulator Group. Information is printed based on the values currently stored in the accumulator group. Accumulator groups are used to print subtotals and totals. Accumulator numbers cannot be used.

• Formula. Information is printed based on a formula or calculation result. The formula must contain at least one valid source—account number, account range, account group or accumulator group.

- Only one source within a formula can be an account range or account group. For example, the following formula is not allowed:

(10000.19999 * #1.1) + TRAVEL

Here both the 10000.19999 account range and the TRAVEL account group represent a series of account numbers. This entails more complexity than the G/L Report Writer can handle.

- Multiple columns of only one column type may be used within a formula. For example, the following formula is not allowed:

C1 + D2

Columns from the C column type and the D column type may not be included within the same calculation.

DLN/DLN* Parameter: Detail/SummaryRequired: no

Entry: D, S(DB) or S(CR)

Detail/Summary specifies the way in which amounts are reported when an account range or account group is used. The summary option is used in connection with the Text parameter to identify the range or group total.

• D (detail). Print a line for each master account number in the range or group.

• S(DB) (summary debit balance). Summarize the balances of master account numbers in the range or group and print a one-line total. The master accounts in this group or range normally have a debit balance. A summary with a credit balance is printed as a negative number.

• S(CR) (summary credit balance). Summarize the balances of master account numbers in the range or group and print a one-line total. The master accounts in this group or range normally have a credit balance. A summary with a debit balance is printed as a negative number.

DLN/DLN* Parameter: TextRequired: no

Entry: up to 80 characters enclosed within single quotation marks

Text prints in a column defined by a DCOL verb using an ACCT DESC source. The text, which should identify the account range or account group total, replaces an account description associated with one account.

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Note the number of characters printed is defined by the Source Length parameter for the DCOL verb.

Text includes the literal characters to be printed and is enclosed within single quotation marks. Blank characters are significant within text. Upper- or lower-case characters may be entered as text. The text is printed in the case in which it is entered. Single quotation marks cannot be used within text.

An alternative method is to use the DLNT verb to more fully describe the total.

DLN/DLN* Parameter: PrintRequired: no

Entry: PRT columns; PRTDS columns; PRTUC columns; PRTUCDS columns

Print activates the printer for the line. There are four versions of the Print parameter:

• PRT prints single-spaced lines.

• PRTDS prints double-spaced lines.

• PRTUC prints single-spaced lines in upper-case.

• PRTUCDS prints double-spaced lines in upper-case.

The upper-case versions of the Print parameter apply to printing account descriptions only. The default for printing account descriptions is with the first letter of each word capitalized and the rest of the word in lower-case. Using the PRTUC or PRTUCDS versions of the Print parameter forces each letter to be printed in upper-case.

In addition, the PRTDS and the PRTUCDS versions of the Print parameter print a blank line between the column headers and the detail lines.

The columns to be printed are specified as part of the Print parameter. Columns can be specified as a column range or column list. However, in order for a line containing an Acct No or Acct Desc to be printed, the Print parameter must also contain at least one numeric value. Columns which are included, but do not have any logical value, are blank on the report.

Comparisons can be used to control the printing of lines and the accumulation of values to create exception reports. Comparisons, when used, apply to both the Print and Accumulate parameters. The IF-THEN logic is placed before the PRT, PRTDS, PRTUC or PRTUCDS literal or the accumulator, such as:

DLN 10000.19999,D,IF C3>(C4 * #1.10) THEN PRT C1.C3

In this example, if C3 represents actuals and C4 represents budgets, then only accounts which are more than ten percent over budget are printed.

Conditional expressions may be included in a comparison but must consist of all AND conditions or all OR conditions. There is no limit to the number of conditions that can be tested. For example, the following comparisons are valid:

IF C3>C4 AND C3>#1 THEN PRT C1.C3

IF C3>C4 OR C3>#1 THEN PRT C1.C3

DLN/DLN* Parameter: AccumulateRequired: no

Entry: accumulator group FOR columns

Accumulate loads an accumulator group with the numeric values currently in specified columns. These columns are loaded regardless of whether a Print parameter is included in the instruction.

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The columns to be accumulated are specified as part of the Accumulate parameter. Columns can be specified as a column range or column list. Each accumulator number within the accumulator group is loaded with the value from its related column. Non-numeric columns included in the accumulation (within a column range, for example) are ignored. The accumulator group is identified, followed by the FOR literal and the column range or column list.

Comparisons can be used to control the printing of lines and the accumulation of values to create exception reports. Comparisons, when used, apply to both the Print and Accumulate parameters. The IF-THEN logic is placed before the PRT, PRTDS, PRTUC or PRTUCDS literal or the accumulator, such as:

DLN TRAVEL,D,IF C3>(C4 * #1.10) THEN @EXP FOR C3

In this example, if C3 represents actuals and C4 represents budgets, then only accounts which are more than ten percent over budget are accumulated.

Conditional expressions may be included in a comparison but must consist of all AND conditions or all OR conditions. There is no limit to the number of conditions that can be tested. However, conditions following the IF literal are limited to 100 characters. The result following the THEN literal is not considered part of the 100 characters.

For example, the following comparisons are valid:

IF C3>C4 AND C3>#1 THEN @EXP FOR C3

IF C3>C4 OR C3>#1 THEN @EXP FOR C3

DLN/DLN* Parameter: Print OrderRequired: no

Entry: ASCEND/DESCEND BY column. Default value is ascending by account number.

Print Order specifies a column by which the report should be sorted and the sort order: ascending or descending. For example, a report could be sorted by income, salesperson's names or performance percentage.

The Print Order parameter can only be specified when D (detail) is selected for the Detail/Summary parameter. The report can be sorted on any column printed on the report. The Print Order parameter must follow the Print parameter and cannot be used when the Accumulate parameter is specified without the Print parameter.

For example,

DLN 40000.49999,D,PRT C1.C8 DESCEND BY C8

DLNT/DLNT*: Detail Line TextThe DLNT verb advances a specified number of lines and prints text to accompany detail lines.

DLNT/DLNT* Parameter Format(Line Advance),(Justification),(Text),(Conditional Print)

Example(s)0140 DLNT ADVANCE 2


DLNT/DLNT* Parameter: Line AdvanceRequired: no

Entry: ADVANCE 1 - Page Length

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Line Advance determines how many lines the page should be advanced before the text is printed. The ADVANCE literal is followed by the number of lines.

DLNT/DLNT* Parameter: JustificationRequired: no

Entry: C, R or L. Default value is L.

Justification identifies the placement of text in relation to the left and right margins for the report. Justification options are:

• C. Center the text between right and left margins.

• R. Align text with right margin.

• L. Align text with left margin.

DLNT/DLNT* Parameter: TextRequired: yes

Entry: up to 255 characters enclosed in single quotation marks; date literals are allowed.


The DLNT* continuation verb can be used for text beyond the 67-character limit of the Operation/Comment field. The closing single quotation mark to signal the end of the text, in this case, occurs on the last DLNT* verb line. The DLNT* verb line does not have an opening quotation mark.

DLNT/DLNT* Parameter: Conditional PrintRequired: no

Entry: CPN or CPS

Conditional Print controls the inclusion of text based on the content of the DLN verb with which the text is associated. This gives you the option of printing notes only if the corresponding amounts are calculated and printed on the report. Conditional Print options are:

• CPN (conditional print next). Text prints only if the DLN verb, which follows the DLNT verb, prints at least one line on the report. For example, a profit and loss statement can be defined to print NET PROFIT text or NET LOSS text based on a value in a specified accumulator:

DLNT ' NET PROFIT:', CPN

DLN @ALL, S, IF @ALLC3 > #0 THEN PRT C1.C6

DLNT ' NET LOSS:', CPN

DLN @ALL, S, IF @ALLC3 <= #0 THEN PRT C1.C6

Two DLNT/DLN verb combinations can be included in the definition. One combination prints on the report based on whether there is a profit or loss.

• CPS (conditional print set). Text prints only if one of the DLN verbs in the set of contiguous DLN verbs, which follows the DLNT verb, prints at least one line on the report. The / (comment) verb may be intermixed within the set of DLN verbs in order to document the report. The use of any other verb marks the end of the DLN verb set. For example, the following three DLN verbs are considered a set:

DLNT ' ASSETS:', CPS

DLN 1200.1299, D, PRT C1.C6

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DLN 1400.1499, D, PRT C1.C6

DLN 1600.1999, D, PRT C1.C6

The ASSETS text prints if any one of the three DLN verbs prints an amount on the report. If none of the three DLN verbs prints an amount for the account ranges specified, ASSETS does not print on the report.

Note: Contiguous DLNT/DLNT* verbs related to the same DLN verb(s) must all print or must all print based on the same condition. Each contiguous DLNT (or DLNT* verb) must include the same Conditional Print parameter.

HDR/HDR*: HeaderThe HDR verb advances the printer a specified number of lines and prints text at the top of each page of the report. There is a limit of 12 header lines which may be printed at the top of each page. The total of 12 header lines includes the Fourth Shift header option identified by the Print Report Header field in the Report Identification section of the GLRD screen. Three header lines are used when Print Report Header = Y, leaving nine lines available for the contiguous HDR verbs and DCOL headers of any one column type.

HDR/HDR* Parameter Format(Line Advance),(Justification),(Text)

Example(s)0020 HDR L,'DATE: SYSDATE GREAT LAWNS, INC.'

0030 HDR C,'TRAVEL EXPENSE'


HDR/HDR* Parameter: Line AdvanceRequired: no

Entry: ADVANCE number of lines

Line Advance determines how many lines the paper should be advanced before the DCOL header is printed. The ADVANCE literal is followed by the number of lines.

HDR/HDR* Parameter: JustificationRequired: no






HDR/HDR* Parameter: TextRequired: yes

Entry: up to 255 characters enclosed in single quotation marks; date literals are allowed.


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The HDR* continuation verb can be used for text beyond the 67-character limit of the Operation/Comment field. The closing single quotation mark to signal the end of the text, in this case, occurs on the last HDR* verb line. The HDR* verb line does not have an opening quotation mark.

NOTE/NOTE*: NotationThe NOTE verb advances the paper a specified number of lines and prints text. The note text is printed when the instruction is reached in the report. The note text is independent of columns, pagebreaks and so on.

NOTE/NOTE* Parameter Format(Line Advance),(Justification),(Text)

Example(s)0480 NOTE L,'CURRENT MONTH AND YTD

0490 NOTE* ACTUALS INCLUDE A $10,000 ACCRUAL'

NOTE/NOTE* Parameter: Line AdvanceRequired: no

Entry: ADVANCE 1 - Page Length

Line Advance determines how many lines the paper should be advanced before the note is printed. The ADVANCE literal is followed by the number of lines to be advanced.

NOTE/NOTE* Parameter: JustificationRequired: no






NOTE/NOTE* Parameter: TextRequired: yes

Entry: up to 255 characters enclosed within single quotation marks; date literals are allowed.


The NOTE* continuation verb can be used for text beyond the 67-character limit of the Operation/Comment field. The closing single quotation mark to signal the end of the text, in this case, occurs on the last NOTE* verb line. The NOTE* verb line does not have an opening quotation mark.

ORG: OrganizationThe ORG verb specifies which organization to use for the report. The organization can be specified in the report definition or as part of the parameters for the GLRP (G/L Report Print) task. The organization may come from either one of these sources, but not both.

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More than one ORG verb may be used when specified in a report definition. The Detail/Summary parameter must be summary for each organization when multiple organizations are used. Only one organization is allowed when the organization is specified using the GLRP task.

If more than one ORG verb is found within the report definition and a PGBRK verb follows each ORG verb, the organization is printed in the header if one of the following is true:

• Print Report Header = Y on the GLRD screen

• Print Report Header = N on the GLRD screen and the CURRORG or CURRORGDESC literals are used in the report definition.

The message "Multiple Organizations" prints in the header if a PGBRK verb does not follow a new ORG verb. Use the HDR, NOTE or DLNT verbs to print the organization on the report.

ORG Parameter Format(Organization),(Detail/Summary),(Level)

Example(s)0130 ORG 01-MK,S

ORG Parameter: OrganizationRequired: yes

Entry: organization or organization group

Organization must follow the format of the Master Account Number Mask and include all or some of the organization levels. In addition, an organization group can be specified.

For example, the following account structure can support a number of different reporting schemes:

Master Account No Mask: DD-TT-PP-AAAA

The following organizations are considered valid entries based on the account structure:

• 01 (partial organization)

• 01-MK (partial organization)

• 01-MK-NO (fully defined organization)

• SALESMKTG (organization group)

ORG Parameter: Detail/SummaryRequired: yes, for partial organization or group

Entry: D or S

Detail/Summary specifies the way in which balances for master account numbers are reported when a partial organization or organization group is used. The Detail/Summary options are:

• D (detail). If an organization number is entered, a separate report is printed for each organization at the level indicated by the Level parameter.

If an organization group is entered, a separate report is printed for each organization number or group which is one level down from the group entered. The Level parameter does not apply.

• S (summary). Print a summarized report for the organization number or group entered. Summarize account balances for all organization levels below the organization number of the group entered. The Level parameter does not apply.

For example, the balances for the following accounts are printed differently when partial organization 01-MK is specified:

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ORG Parameter: LevelRequired: yes, when the Detail/Summary parameter = D and a partial organization is entered.

Entry: LEVEL9; where 9 = organization level

Level specifies at which level in the organization structure a pagebreak occurs in the report. Level is entered as the LEVEL literal immediately followed by the number identifying the level.

For example, if Level is specified as LEVEL3 and the Master Account Number Mask = DD-TT-PP-AAAAA, a pagebreak occurs each time PP changes. Based on the previous example, four pages would print—one for each region below 01-MK.

Level is not specified for an organization group. LEVEL1 is assumed for an organization group. A pagebreak occurs one level below the organization group. Based on the previous example, if SALESMKTG is specified as the Organization, pagebreaks occur at 01-MK and 01-SL.

The organization level or group prints on line 3 of each new page when Print Report Header = Y on the GLRD screen. The description for the organization prints in the space available.

PGBRK: PagebreakThe PGBRK verb causes a pagebreak to occur the next time a line is printed. No parameters are allowed.

PGBRK Parameter Formatno parameters

Example(s)0500 PGBRK

RDCOL: Remove ColumnsThe RDCOL verb works with the DCOL verb to extend memory availability as a report is printed. Report definitions which need columns beyond the current limit can include the RDCOL verb to remove columns from memory after printing the corresponding results. Additional columns can then be defined using a different column type. There is no reason to use the RDCOL verb unless the DCOL limit is reached.

RDCOL Parameter Format(Column Type)

Example(s)0080 DCOL C1,1,ACCT NO

0100 DCOL C2,2,ACCT DESC

0120 DCOL C3,2, CYCPAA, '(ZZZ,ZZZ,ZZ9.99)'

0140 DCOL D1,1,ACCT NO

0160 DCOL D2,2,ACCT DESC

0180 DCOL D3,2, CYCPAA, '(ZZZ,ZZZ,ZZ9.99)'

Summary: 1 line printed

01-MK-WS-7600001-MK-SO-7600001-MK-NO-7600001-MK-EA-76000============== 76000

Detail: 4 lines printed

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0200 ORG 01,D, LEVEL3

0220 DLN 10000.19999, D, PRT C1.C3

0240 DLN 10000.19999, D, PRT D1.D3

0260 RDCOL C,D

0280 DCOL E1,1,ACCT NO

0300 DCOL E2,2,ACCT DESC

0320 DCOL E3,2, CYCPAA, '(ZZZ,ZZZ,ZZ9.99)'

In line 0260, the sets of C and D columns are removed from memory. The E column set is then defined to continue the report definition.

RDCOL Parameter: Column TypeRequired: yes

Entry: letter A-Z

Column Type is the letter identifying the set of columns to be removed from memory. All the columns for the Column Type are removed as a set. Any number of previously defined columns can be removed. Multiple Column Types are separated by commas.

SKIP: Skip LinesThe SKIP verb advances the specified number of lines within the body of a report before action is taken on the next instruction.

SKIP Parameter Format(Line Advance),(Conditional Print)

Example(s)0380 SKIP 1

SKIP Parameter: Line AdvanceRequired: yes

Entry: 1 - Page Length

Line Advance determines how many lines should be left blank in the body of a report before the next line is printed. To insert blank lines within headers, see ADVC: Line Advance.

SKIP Parameter: Conditional PrintRequired: no

Entry: CPP or CPS

Conditional Print controls the inclusion of blank lines based on the content of the DLN verb with which the blank lines are associated. This gives you the option of including blank lines only if the corresponding amounts are calculated and printed on the report. Conditional Print options are:

• CPP (conditional print previous). Blank lines print only if the DLN verb, which precedes the SKIP verb, prints at least one line on the report.

• CPS (conditional print set). Blank lines print only if one of the DLN verbs in the set of contiguous DLN verbs, which precedes the SKIP verb, prints at least one line on the report. The / (comment) verb may be intermixed within the set of DLN verbs in order to document the report. The use of any other verb marks the end of the DLN verb set.

See the DLNT/DLNT*: Detail Line Text verb explanation for examples.

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UNDL: UnderlineThe UNDL verb prints a row of single or double underlines across numeric columns on the report.

UNDL Parameter Format(Underline) FOR (Column Range or List),(Conditional Print)

Example(s) 0380 UNDL 1 FOR C1C2C5C6

UNDL Parameter: UnderlineRequired: yes

Entry: 1 or 2

Underline specifies the type of line printed across a numeric column. Underline options are:

• 1 = single line

• 2 = double line

UNDL Parameter: Column Range or ListRequired: no

Entry: column range or list; default is current numeric columns.

Column Range or List identifies specific columns across which underlines are printed. The FOR literal must be included before the column range or list. If no Column Range or List is specified, numeric columns, for the most recent column type, are underlined.

UNDL Parameter: Conditional PrintRequired: no

Entry: CPP or CPS

Conditional Print controls the inclusion of underlines based on the content of the DLN verb with which the underlines are associated. This gives you the option of printing underlines only if the corresponding amounts are calculated and printed on the report. Conditional Print options are:

• CPP (conditional print previous). Underlines print only if the DLN verb, which precedes the UNDL verb, prints at least one line on the report.

• CPS (conditional print set). Underlines print only if one of the DLN verbs in the set of contiguous DLN verbs, which precedes the UNDL verb, prints at least one line on the report. The / (comment) verb may be intermixed within the set of DLN verbs in order to document the report. The use of any other verb marks the end of the DLN verb set.

See the DLNT/DLNT*: Detail Line Text verb explanation for examples.

/: Comment/ Parameter FormatThe / verb allows you to document the report definition itself, the text of which never prints on the report. Significant sections of the report definition can be separated and described to make report definition maintenance easier.

The / verb can be used to temporarily disable an instruction by using the / as the first character of a verb. In this way, you can test and save different approaches as you create a report definition. The example instructions show a variation of the original DLN verb being used. The original version is kept intact as history and a potential report option.

(Text)

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Example(s):/ THE FOLLOWING DLN WAS USED PRIOR TO 06/20/90

/DLN 10000.19999, S(CR), PRT C1.C3

DLN 10000.19999, D, IF C3 > #1.2 THEN PRT C1.C3

/ Parameter: TextRequired: no


Text includes the explanation for the report definition.

Verb Quick Reference Guide

ADVC: Line Advance (before printing DCOL headers)

CLA: Clear Accumulator

DCOL/DCOL*: Define Columns

ParameterReq; Con Entry Example

Line Advance Y 1-99 2

Column Type Y 1 letter matching DCOL column type C


Accumulator Y User-defined accumulator group or number @EXP@EXPC1


Column Name Y Column type & number C3

Column type = A-Z

Column number = 1-35

Offset Y Spaces from end of previous column

0-254 2

Source Y 100-character maximum

Account number = ACCT NO literal ACCT NO

Account description = ACCT DESC lit-eral

ACCT DESC

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DLN/DLN*: Detail Lines

Accumulator placeholder = ACCUM lit-eral

ACCUM

Amount = YYPPRR amount source code combination (fiscal yr,period,record)

CYQ1B2

Accumulator number @EXPC1

Formula (C3/C4 * #1.2) + @EXPC1

DCOL column name C4

Source Length N Number of spaces allotted 20

ACCT NO = 1-20; default is based on GLCF mask

ACCT DESC = 1-80; default = 35

Rounding Factor N P, T or M P

Mask Y; when Source is amount, accumula-tor num-ber or formula and amount is intended to be printed.

Combination of position indicators, bal-ance indicators & punctuation enclosed by single quotation marks 9 Z N D - ( ) , . % currency symbol'

'$(ZZZ,ZZ9.9D)%

Header N First column heading 'ACCT','NUMBER'

20-character max

Enclosed by single quotation marks

Case-sensitive

Header N Second column heading ' ','Total'

20-character max



Source Y Range or group

Single account number 10230

Account range 10000.10230

Account group TRAVEL

Accumulator group @EXP

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DLNT/DLNT*: Detail Line Text

Detail/Summary Y; when Source is not accu-mulator group

D = Detail D

S(DB) = Summary, debit balance is normal

S(DB)

S(CR) = Summary, credit balance is normal

S(CR)

Text N Characters to be printed 'EXPENSE TOTALS:'


Case-sensitive

80-character max

Date literal available

Organization literals available

Print N PRT = print single spaced for column range or list

PRT C1.C3

PRTDS = print double spaced for col-umn range or list

PRTDS C1C3C4

PRTUC = print single spaced, upper-case range or list

PRTUC C1

PRTUCDS = print double spaced, upper-case range or list

PRTUCDS C3.C4

IF-THEN comparisons available to control printing & accumulating; 100-character max between IF and THEN

IF C3 >> C4 AND C3 >> 1 THEN

Accumulate N accumulator group FOR column range or list

@AST FOR C1C3C4

IF-THEN comparisons available to control printing & accumulating; 100-character max between IF and THEN

IF C3 >> C4 OR C3 >> 1 THEN

Print Order N ASCEND/DESCEND BY column DESCEND BY C2


Line Advance N ADVANCE literal and number of lines to advance before printing

ADVANCE 3

1-page length

Justification N R, L or C (right, left or center); default = L C

Text Y Characters to be printed 'EXPENSE TOTALS:'

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HDR/HDR*: Page Header

NOTE/NOTE*: Notation


255-character max

Conditional Print N CPN (conditional print next) or CPS (condi-tional print set)

CPN



ADVANCE 3

1-page length




Case-sensitive

255-character max





ADVANCE 3

1-page length




Case-sensitive

255-character max



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ORG: Organization

PGBRK: Pagebreak

RDCOL: Remove Columns

SKIP: Skip Lines

UNDL: Underline

Parameter Req; Con Entry Example

Org Y Organization level, number or group

Partial organization level 01

Organization number 01-01-0000

Organization group MKTG

Detail/Summary Y; when Org is partial org or org group

D or S (detail or summary) D

Level Y; when Org is partial or fully defined org

LEVEL literal and level number based on GLCF mask

LEVEL2


no parameters


Column Type Y Letter matching DCOL column type C, D


Line Advance Y 1-page length 4

Conditional Print N CPP (conditional print previous) CPP

or CPS (conditional print set)


Underline Y Type of line FOR columns

1 = single underline across column 1 FOR C1.C3

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/: Comment Marker

2 = double underline across column 2 FOR C1C2C3C5

column range or list optional

default = current numeric columns

Conditional Print N CPP (conditional print previous) CPP

or CPS (conditional print set)


Text N Remarks documenting report definition Total calculations follow

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